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Internal Candidate Application

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  1. 1. Step One
  2. 2. Internal Candidate Application
  3. 3. Signature and additional documents

  • Step One

    2. Administrative Assistant II | Economic Development and Planning Department



      Please review the below job description and move on to Step Two, the completion of the internal job application, by clicking on Continue below.

      Internal Posting Only 

      Revised Data: 3/2023
      Title: Administrative Assistant II 
      Department: Economic Development and Planning
      Reports To: Administrative Assistant/Senior Staff 
      FLSA Status: Non-Exempt 
      Grade: 9 

      All applicants must have completed their probationary period with the Village. Anticipated starting date late April or early May. The salary range for this position is $55,481 - $73,060, depending on qualifications. The schedule for this position is based on a 35 hour, Monday through Friday workweek. Must have flexibility to work early mornings or late evenings as may be needed during events. Medical, dental, IMRF pension and paid time off benefits apply. Apply online by 5 p.m. on Wednesday, April 5, 2023. EOE 


      Job Description

      Position Summary
      This is responsible administrative and secretarial work for a departmental director and staff with Economic Development, Planning, Community Relations, DownTown, and Sustainability. Work involves performing diverse administrative and secretarial activities, including the supervision of clerical workers.  Work often involves extensive public contact.  Work requires the exercise of judgment, initiative and discretion based on knowledge of departmental policies and procedures.

      Position Accountabilities 

      Business Registration:

      • Coordinates new and existing business registration throughout appropriate village departments, prior to approval of annual business license.
      •  
      • Seeks, follows, and interprets federal, state, county, and local laws, rules, regulations, and ordinances related to business licensing and liquor licensing. 
      • Receives and screens telephone calls and visitors.
      • Responds to inquiries and complaints. Handles unusual matters or inquiries.
      • Coordinate new business open inspections with DownTown facility management, Fire Department, Building Department, and when necessary, the Health Inspector
      • Coordinates ribbon cutting ceremonies.

       

      Quarterly Business Breakfasts:

      • Coordinates all efforts relative to planning and facilitating quarterly meetings, including, but not limited to: selecting topics, speakers, scheduling, and promoting.
      • Must be able to proficiently utilize video conferencing to facilitate meetings as may be necessary.

       

      Department Forms, Business Connection Newsletter and Business Shopping and Services Guide:

      • Develops, designs, prepares and delivers content of a three times a year printed business retention  newsletter.
      • Develops, designs, prepares and publishes annual Business Resource guide.
      • Coordinates advertising with businesses and billing of ads.
      • Creates, designs and edits official forms for all aspects of business registration. 

       

      Marketing Activities:

      • Coordinates marketing activities relative to the Department of Economic Development and Planning, including the department’s website, e-bulletin, and other activities.
      • Supports the marketing activities directly carried out by other staff in the department.
      • Research and negotiate marketing purchases with vendors to support Village events.

       

      Departmental duties:

      • Relieves supervisor of routine administrative and office management details. Checks operating reports and files for accuracy and conformance to policies and procedures. Provides information regarding departmental policies, practices and procedures to the general public and other departments.
      • Spearheads ordering of marketing materials.
      • Payroll timekeeper for Economic Development and Planning and DownTown.
      • Types correspondence, invoices, accounts payable, purchase orders, work orders, reports, minutes, agendas and other department documentation. Composes and types letters, memos and notices for signature of a superior. Develops and coordinates publication of brochures, flyers, posters, and related material, if needed.
      • Attend meetings and conferences as needed. Records, prepares minutes and distributes copies as directed.
      • Orders supplies, sorts and delivers department mail and operates a variety of office equipment.
      • Prepares purchase vouchers for departmental activities and reconciles monthly purchase vouchers with department’s revenue and expense report.
      • Promotes and maintains responsive community relations.
      • Maintains safe work areas and equipment, promptly reports work hazards, as necessary. Reports all work related injuries immediately, complies with all safety rules and attends appropriate safety programs.
      • Performs related duties as assigned.
      • Promotes and maintains sustainability initiatives set forth by the Village and incorporates these initiatives whenever possible in day to day operations.

      Position Qualifications/Skills 

      *Graduation from high school or GED supplemented by training in business and secretarial work.

      *The Village may accept a combination of training and experience which provide equivalent knowledge, abilities, and skills.

      *Thorough knowledge of business, English, spelling and basic mathematical skills.

      *Ability to learn or knowledge of word processing, spreadsheet creation, communication (Constant Contact) and publication software (i.e. In\Design).

      *Thorough knowledge of secretarial practices and procedures.

      *Organizational skills to manage multiple, simultaneous responsibilities and activities.



      Critical Mental/Physical Requirements 

      • Ability to compose and prepare effective correspondence.
      • Ability to direct and supervise the work of clerical employees, as needed.
      • Ability to use specialized language and technical terms unique to the department of assignment.
      • Ability to deal effectively and courteously with public inquiries and complaints.
      • Ability to establish and maintain effective working relationships with other employees, Village officials and the public.
      • Skill in the operation and care of general office equipment, including telephone, fax machine, copy machine, scanner, and computers.

      Working Conditions 

      • The majority of work is performed in a normal office environment with little exposure to excessive noise, dust, temperature, etc.
      • At times, the job may require prolonged sitting, typing, monitoring of a screen, setting up for meetings, luncheons, etc. The job incumbent should exercise common sense and take necessary breaks, practice proper body alignment and alert supervisor of any discomfort.