What are the responsibilities and job description for the Administrative Assistant position at City of Elgin, IL?
CLASSIFICATION DESCRIPTION
The purpose of this classification is to assist the Department of Cultural Arts & Special Events with all administrative efforts related to programs, projects, and operations, and to strengthen the community’s cultural and artistic environment through support of the arts, special events, arts programming, facility operations, and fostering relationships with partner organizations and community-wide initiatives. Work is performed under the general supervision of the Director of Cultural Arts & Special Events. This job may require some night and weekend shifts as needed.
The ideal candidate should be collaborative and supportive in nature, innovative and thoughtful, and exceedingly organized with special attention to detail. This candidate will work with the DCASE and City of Elgin staff to further solidify Elgin’s reputation as a city of the arts.
GENERAL DEFINITION AND CONDITIONS OF WORK
This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Work requires climbing, balancing, reaching, standing, walking, fingering, grasping, and repetitive motions. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. hearing is required to perceive information at normal spoken word levels. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Work is occasionally performed outdoors with exposure to adverse environmental conditions such as heat, wind, rain, etc.
ESSENTIAL FUNCTIONS/TYPICAL TASKS:
Serving as administrative assistant for the department as a whole; performing word processing and data processing duties; preparing and maintaining files and records, preparing and maintaining detailed, complex and/or confidential records and files, issuing permits, collecting fees, preparing reports, assisting the public, etc.
ESSENTIAL FUNCTIONS/TYPICAL TASKS:
Serving as administrative assistant for the department as a whole; performing word processing and data processing duties; preparing and maintaining files and records, preparing and maintaining detailed, complex and/or confidential records and files, issuing permits, collecting fees, preparing reports, assisting the public, etc.
- Responds to inquiries about routine procedures and policies.
- Serves as departmental receptionist; answers telephone; provides information and dispatches messages.
- Greets visitors and refers to proper authority for disposition.
- Types general correspondence, memorandum, reports, schedules, requests for proposals, contracts, bids, specifications and other materials from rough draft, copy, marginal notes or verbal instruction.
- Maintains appointment calendar, schedules appointments, responds to invitations and schedules interviews as needed.
- Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
- Collects, opens, sorts and distributes mail.
- Enters data into computerized records; analyzes data and prepares reports.
- Maintains computerized records and generates appropriate reports.
- Makes mathematical calculations; requisitions supplies and materials for department.
- Maintains mailing lists and files.
- Responsible for monitoring, tracking, and placing advertisements with media.
- Performs related tasks as required.
- Follow-up with various entities to request additional information.
- Assist with contract completion, payment processing, and final reports.
- Assist with budget management for the department.
- Create, send, and process all invoices related to Hemmens Cultural Center presented and rental events.
- Enters employee hours in payroll system and prepares documents for review and approval.
- Collect, organize, and process department procurement card receipts/invoices for payment and create related reports for review and approval.
- Collect, organize, and process department open account receipts/invoices for payment: create requisitions and related reports for review and approval.
- Create, send, and process all invoices related to the Department of Cultural Arts & Special Events activities.
- Assists with budget preparation, data collection, requests, implementation, and expense tracking.
- Prepares agendas; attends meetings; transcribes minutes; prepares and mails agenda as needed.
- Assists with special projects.
- Assists with events as needed.
- Processes personnel records and payroll; prepares invoices and requisitions; manage deposits.
- Makes travel arrangements and reservations.
- Handles a variety of confidential matters regarding office issues or personnel.
- Processes FOIA requests by routing to correct staff, compiling documents, and distributing responses to appropriate staff or public within the allowed time frame.
- Serve as a conduit of information within the City of Elgin.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of office programs and policies; ability to type, take and transcribe dictation accurately at a reasonable rate of speed; ability to make numerical calculations; ability to meet the public effectively; ability to operate a variety of standard office equipment; ability to follow oral and written instructions.
- Strong Proficiency in MS Office Suite, Slack, Salesforce, Canva, Naviline, etc.
- Ability to establish and maintain effective working relationships with others.
- Must possess exceptional interpersonal skills.
- Superior customer service, public speaking, and presentation skills.
- Ability to work with various other City of Elgin departments, the community, and the general public in a variety of settings.
- Must have impeccable organization skills and an affinity for completing tasks efficiently and following up.
- Must be able to handle sensitive matters and exercise excellent judgment.
- Excellent written and verbal communication skills.
- Comfort with making changes on short notice.
- Must possess excellent time management skills to effectively prioritize tasks, manage competing deadlines, and handle multiple projects simultaneously.
- Spanish bilingual helpful but not required
ADDITIONAL INFORMATION
EDUCATION AND EXPERIENCE:
Graduation from high school or completion of GED, including or supplemented by courses in typing, word processing and database management. Minimum of 2 years clerical or administrative experience required. Experience in arts administration considered an asset. Experience with contracts and invoicing considered an asset.
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