Administrative Assistant III
The Village is accepting applications for an Administrative Assistant III in the Police Department. This position coordinates purchasing for the Police Department, orders supplies and equipment, and prepares purchase price quotes. Additionally, this role is responsible for processing payments for supplies and equipment, monitoring expenditures and police-related grant funding, while assisting with the department budget. A successful candidate will understand budgetary principles, possess strong mathematical skills, and have excellent interpersonal skills.
Major Duties and Functions:
● Generate and maintain purchase orders per Village purchasing policies. Coordinates account information for the annual clothing allowance
● Develops and maintains relationships with external vendors, State, County, and other municipal agencies. Performs research and interacts with other Village departments when making Police Department purchases
● Prepares invoices for payment, inputs invoices into financial software, and monitors payments for products and services
● Provides staff with price quotes for budgeting purposes, performs data entry, and provides documentation for the budget
● Creates weekly expenditure, budgeting, and other ad hoc reports for Police Department staff
● Categorizes and maintains filing systems, enters large volumes of data, and creates purchasing tracking tools.
● Maintains and manages inventory of supplies and equipment
● Other duties, as assigned
Knowledge, Skills, and Abilities Required:
● Knowledge of budgetary, financial, and purchasing procedures and practices
● Knowledge of Village government operations, state, federal, and local laws related to local government purchasing
● Knowledge of Excel and Google Suite is preferred
● Strong analytical and organizational skills, with attention to detail and accuracy.
● Strong verbal, written, and interpersonal communication skills
● Ability to maintain confidential records and files
Minimum Qualifications: Education and Experience: An Associate’s degree is required, accompanied by at least five years of clerical experience. Purchasing experience is preferred. A combination of education and experience that produces the required knowledge, skills, and abilities is also acceptable.
Salary and Benefits: The full salary range is $59,385 – $81,654, with a maximum starting salary of $71,261, dependent on qualifications. The Village offers an excellent benefits package, which includes health, dental, vision, life insurance, and participation in the Illinois Municipal Retirement Fund (IMRF). Review the Benefits Summary for additional details.
APPLY NOW! Interested applicants may apply online by visiting the “Job Openings” link on the Village’s website at www.downers.us. Only online applications will be accepted, except for reasonable accommodations. The position is open until filled.
The Village of Downers Grove is an Equal Opportunity Employer (EOE). For more information or assistance, please contact the Human Resource Department at (630) 434-5500.
