Administrative Assistant
Job ID Code #25-07
Starting Salary Range
Benefits Package
FLSA Status
$24.52 per hour + DOQ
Comprehensive benefits package
Full-time, non-exempt position.
BACKGROUND
The Village of Fox Lake (population 10,978) is located 55 miles northwest of downtown Chicago and 20 miles west of Waukegan, Illinois. Fox Lake is located in Lake and McHenry counties. The Village is located on the South Shore of Pistakee Lake, Nippersink Lake, and Fox Lake, three connected water bodies that form part of the Chain O’Lakes system. The Village of Fox Lake has a total area of 9.942 square miles of which around 20% is water.
Exciting news, due to an upcoming retirement in our CED department, we are searching for our next full-time administrative assistant. This position performs a variety of routine and complex clerical, administrative and technical support services for the Community Development Department. This position provides a high level of quality customer service in a thorough and professional manner. Reports to and works under the general direction of the Community Development Director.
DUTIES AND RESPONSIBILITIES
The essential functions or duties listed below are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.
1) Manages the flow of information within the Community Development Department and externally with the public; answers telephone inquiries and complaints; assists members of the public at the permit front counter; responds to requests for information; routes inquiries to correct parties or department to ensure quick and accurate response.
2) Organizes and maintains department record management system, including general files and electronic records; maintains databases, reference manuals, files and correspondences; ensures applications, bonds, liens, inspections, permits and certificates of use and occupancy are organized in a manner that is quick to retrieve information.
3) Assists residents and contractors with permit application process; review applications for accuracy and completeness; enters complete information in permit tracking system; assigns permit numbers and collects associated fees; compiles data entry of permits released; processes Certificates of Occupancy; monitors permit renewals;
4) Schedules and coordinates inspections for department inspectors, code enforcement officers, engineers and other personnel, as needed; prepares and monitors service requests.
5) Oversees Rental Registration process, including data entry of all rental properties; schedules inspections and follow-up inspections for violations noted; maintains all rental property records; processes Rental Certificate of Compliance.
6) Receive and process Code Enforcement complaints; maintains computer records pertaining to outstanding violations; responds to requests from field personnel and provide office assistance as necessary.
7) Prepares and distributes department correspondences, reports, memorandum, agreements, contracts, ordinances and resolutions from draft, copy or verbal instruction; sorts and distributes department mail; prepare and revise department forms and brochures.
8) Assists with preparation of Plan & Zoning Commission, and Village Board agenda packets and distribution; takes and prepares minutes of Plan & Zoning Commission.
9) Serves as the primary FOIA Officer for the department ensuring all requests are fulfilled in a timely manner;
10) Performs other related duties and special projects as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Experience and Education
Requires High School diploma or equivalent with minimum two (2) years of experience in municipal government, construction trades, or office management environment; Bachelor’s Degree and three (3) years’ experience in municipal permitting environment, and experience with permitting software preferred. Minimum of one (1) year FOIA experience. Excellent customer service skills.
Must be able to successfully pass a pre-employment physical/drug screen examination following a conditional employment offer.
Knowledge, Skills and Abilities
A candidate for this position should have thorough knowledge and skill of the following:
1) Office practices and procedures.
2) Principles and practices of bookkeeping.
3) Clerical accounting practices.
4) Intermediate computer operations, including Microsoft Office products.
5) Experience with Freedom of Information Act and FOIA response.
6) Operating standard office equipment and computer terminal sufficient to enter, retrieve and manipulate data.
7) Customer service and proper telephone etiquette.
66 Thillen Drive Fox Lake IL 60020 Ph 847-587-2151 Fx 847-587-2237
8) Communication and interpersonal skills as applied to interactions with co-workers, supervisor, and the general public, sufficient to exchange or convey information and to give and receive work direction.
9) Operation of devices using alphanumeric keyboards.
And ability to:
1) Maintain a positive attitude and professional demeanor when dealing with the public.
2) Work in a shared environment and engage in cross training.
3) Maintain accurate records and prepare reports.
4) Organize, prioritize and carry out office work with minimal supervision and in a timely manner.
5) Maintain a high level of confidentiality and integrity.
6) Handle sensitive public contacts and to deal courteously, but firmly with the public.
7) Make decisions in accordance with established policies and procedures.
8) Work within time constraints and to prioritize work.
9) Establish and maintain effective working relationships with Village employees and other members of the public.
10) Effectively communicate verbally and in writing with members of the public, Elected Officials and other Village employees.
11) Obtain Notary Public Certificate and stamp.
CONTACTS OUTSIDE OF DEPARTMENT
This position interacts with residents, businesses and the general public on a frequent basis. This position may also regularly interact with other Village employees.
HOW TO APPLY
All qualified candidates should submit a completed job application (blank application located on the Village of Fox Lake’s website at http://www.foxlake.org/jobs.aspx), cover letter, resume, and a list of three (3) professional references to: hr@foxlake.org and indicate (Job ID #25-07) in the subject line. Hard copies (mailed, faxed, or hand delivered) applications will be declined.
DEADLINE
Position is open until filled.
For more information about the Village of Fox Lake, please visit our website at www.foxlake.org
Persons requiring reasonable accommodations under the Americans with Disabilities Act are asked to contact the Human Resources Division at 847-587-3947
THE VILLAGE OF FOX LAKE IS AN EQUAL OPPORTUNITY EMPLOYER
