Office Assistant
Starting Rate: $20/hour (+/- Depending on Qualifications)
The City of Des Plaines is seeking a reliable and detail-oriented Office Assistant to support administrative operations within the City Manager’s Office. This part-time position plays a key role in managing Freedom of Information Act (FOIA) requests, organizing public records, and assisting with a wide range of administrative tasks. If you’re organized, proactive, and comfortable handling sensitive information, this is a great opportunity to contribute to efficient city operations while upholding transparency and public trust.
Responsibilities:
- Coordinate FOIA Requests: Receive and review FOIA submissions, verify accuracy, input data into tracking systems, and assign to appropriate departments. Assist with processing, redactions, and timely responses—especially during high-volume periods or in the absence of the Executive Assistant – FOIA.
- Maintain Records and Filing Systems: Support records retention by reviewing, organizing, and digitizing files. Update the City’s Records Retention Schedule and ensure digital records in Laserfiche are complete, searchable, and well-organized.
- Support Administrative Processes: Prepare official documents for signature, scan and distribute signed records, track document activity, and assist with accounts payable and credit card transactions. Help publish legal notices and maintain meeting announcements on the City’s website and lobby display.
- Provide General Office Support: Respond to public and staff inquiries in person, by phone, and via email. Assist with office coverage during staff absences and maintain a notary public certification.
- Ensure Compliance and Confidentiality: Handle sensitive information with discretion, maintain current knowledge of FOIA rules and exemptions, and support a secure, compliant administrative environment.
Qualifications:
Education: High school diploma or GED required; some college coursework preferred.
Experience: At least two years in a professional office setting with customer service experience.
Skills and Knowledge:
- Ability to maintain confidentiality and handle sensitive materials with professionalism.
- Familiarity with FOIA, records retention, or a willingness to learn these requirements.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Adobe Pro, and ability to learn systems like Laserfiche, WebQA, Accela, and Tyler New World.
- Strong attention to detail, organizational skills, and the ability to work independently or as part of a team.
- Clear communication skills and the ability to assist the public with professionalism and courtesy.
This position offers a flexible, part-time schedule and the opportunity to work with a dedicated team focused on service, accuracy, and transparency.
Learn more and see the full job description HERE.
Deadline: May 22, 2025.
