Village of University Park, Executive Assistant

JOB TITLE: Executive Assistant
REPORTS TO: Village Manager
FLSA Status: Exempt

JOB SUMMARY: Under the direction of the Village Manager, the executive assistant’s principal responsibility is to ensure smooth and efficient day-to-day functioning of the Village.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES:

• Assists Village Manager in all Village of University Park’s projects/events.
• Assist Village Manager with calendar and scheduling.
• Process mail daily and distribute accordingly.
• Pick up money from Metra, prepare deposit and take deposit to the bank.
• Prepare monthly report on activities and tasks.
• Collect monthly reports from department heads and prepare files for the Village Manager.
• Responsible for organization, monitoring and maintaining all Village contracts and documents for the Village.
• Keep Village Manager up to date on events and activities of staff, vendors.
• Participate in background onboarding of new employees.
• Responsible for typing and processing various Village documents including but not limited to policies and procedures, contracts, and correspondence.
• Responsible for preparation of meetings/schedules and/or taking minutes for various departments such as Board, Police and Fire Commission meetings and leadership meetings, as needed.
• Responsible for making reservations for seminars/events including hotel and airline.
• Performs various administrative duties including copying and filing.
• Maintains relationships and professionalism with visitors, staff, and anyone they interact with on behalf of the Village of University Park.
• Responsible for ordering supplies for the Administration offices and staff.
• Work with accounting to ensure timely payment of invoices.
• Processes and reviews all credit card orders.
• Maintains schedules for conference/meeting rooms.
• Attends meetings, on and offsite in the absence of the Village Manager when assigned.
• Attends classes, in-services, and workshops to improve job skills as assigned.
• Assumes responsibility for personal growth and development and maintains and upgrades professional knowledge and practice skills through attendance and participation in continuing education, in-service classes and staff meetings.
• Comply with applicable federal, state and local laws, rules, and regulations; maintains knowledge of and follows all Village policies and procedures.
• Maintain regular and punctual attendance at work and meetings.
• Utilize and follow policies and procedures for all software and hardware that the organization has selected.

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Position may require some outside travel.
• During emergencies or natural disasters may be required to be on duty for the duration of the disaster.
• Position may require working weekends, holidays and evenings.

Accountability

• Manage VM calendar.
• Manage all contracts
• Manage all key documents, meeting minutes and committee minutes.

JOB REQUIREMENTS:

• High school diploma or equivalent required; associates degree preferred.
• Minimum two years clerical experience.
• Experience working with public sector.
• Experience working with senior manager.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Demonstrated skills in writing and verbal communication.
• Excellent public speaking skills.
• Proficient in Microsoft Office Suite.
• Maintain a high level of confidentiality.
• Provide excellent customer service by ensuring adherence to compliance, regulations and organizational standards.
• Exceptional organizational skills including attention to detail and multi-tasking skills.
• Ability to read, write and speak English enough to perform job duties and to interact and communicate with patients and employees.

ENVIRONMENTAL AND PHYSICAL ACTIVITY REQUIREMENTS: The physical activities of this position constantly require effective talking, hearing, sitting, walking, and standing functions. The position also often involves sedentary work where sitting is required most of the time, with occasional standing or walking. The position also often requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Must be able to perform activities with close visual acuity, such as reading a computer screen and reading print material. The functions of this position are conducted in a temperature-controlled environment.

INTELLECTUAL/EMOTIONAL REQUIREMENTS: The occupant of this position must be able to perform the responsibilities of the position well under pressure. The position requires adaptability to performing a variety of duties, often changing from one task to another without loss of efficiency or composure. This position requires the ability to deal with and find resolution to problems and maintain a productive working relationship with employees and may be interrupted frequently to meet the needs and requests of others. It also requires adaptability to fluctuate between priorities daily while being responsive to needs as they arise.

To be considered for this position please submit your application with a cover letter and resume to Village of University Park, Attn: Human Resources, 44 Town Center Drive, University Park, Illinois 60484, or email jobs@university-park-il.com. Posting will remain open until the position is filled.

The Village of University Park is an equal employment opportunity employer (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

The physical demands described herein are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties and responsibilities may change at any time with or without notice.