What are the responsibilities and job description for the Administrative Assistant - Economic and Community Development position at City of Decatur (Illinois)?
Job Summary
Are you an organized and detail-oriented professional ready to support the growth and vitality of our community? Join our dynamic team at the City of Decatur as an Administrative Assistant for the Economic and Community Development department! You'll be the backbone of our operations, providing crucial support to the Director of Economic and Community Development, handling everything from administrative tasks to special projects and payroll functions.
Key Responsibilities
- Research, compile, and prepare documents, briefing the Director as needed.
- Update the Director on issues before meetings.
- Screen incoming correspondence and reports, organize documents, and handle or forward them appropriately.
- Receive and screen calls and visitors, prioritizing matters and providing information or referrals.
- Compose letters and memoranda in response to inquiries.
Office and Project Management:
- Coordinate office management activities for the Director and Division Managers.
- Oversee department communication platforms including social media, press releases, website, and annual reports.
- Coordinate special projects and manage schedules, appointments, conferences, and travel for the Director and Division Managers.
- Help plan and coordinate public outreach events.
- Assist with establishing, revising, and maintaining office procedures and policies including filing and records management systems.
Document and Records Management:
- Process and maintain departmental payroll and personnel records.
- Produce documents, charts, PowerPoints, graphs, and other requested materials.
- Prepare Plan Commission and Zoning Board of Appeals packets monthly including agendas, letters, and minutes.
- Assist with checking in plans and land plats.
- Upload City Council agenda items into Novus twice per month.
- Compile and send the Department’s monthly reports to the City Manager’s Office.
Financial and Procurement Tasks:
- Prepare purchase requisitions for department supplies.
- Create departmental check requests and process purchase orders for approval and payment.
- Assist in preparing the department budget and recommend actions on office expenditures.
Research and Reporting:
- Conduct basic research related to city planning and economic development projects, maintaining records and preparing reports.
- Prepare and distribute fact sheets, press releases, and media materials to publicize city activities.
- Compile and maintain records, statistical information, and reports.
Supervision and Equipment Operation:
- Supervise, train, and assign work to temporary staff and summer workers.
- Operate standard office equipment including computers, calculators, copiers, and fax machines.
Needed Knowledge & Skills
- High school diploma or equivalent. (Associate degree preferred.)
- At least three years of experience in administrative support including typing, filing, bookkeeping, and computer use.
- A combination of education and experience will also be considered.
Payroll and Budget Knowledge:
- Knowledgeable in payroll procedures, budgeting processes, and personnel functions.
Administrative Proficiency:
- Solid understanding of administrative practices and department operations.
- Strong ability to create clear, concise reports with accurate grammar, punctuation, spelling, and arithmetic.
- Highly skilled in efficiently typing, filing, and organizing reports, records, documents, and correspondence.
- Proficient in using office equipment including computers, calculators, copiers, and customer service software.
Confidentiality and Communication:
- Committed to maintaining confidentiality in department operations and correspondence.
- Excellent communicator, both orally and in writing.
- Skilled at answering phones and providing helpful information about departmental services.
Dependability:
- Reliable and consistent in maintaining regular attendance.
More Details
Employees are required to reside within the corporate limits of Macon County or any municipality extending into Macon County. Upon initial appointment, employees may reside outside these limits, but must comply with the residency requirement within 12 months to maintain employment.
To Apply
If you’re looking for a role where your skills in organization, communication, and technical proficiency can shine, this position could be the perfect fit for you! Join us and contribute to our team’s success.
Enjoy a generous package of perks including:
- Competitive Benefits: 12 paid holidays, comprehensive health benefits, excellent retirement pension plan, paid vacation, and sick leave.
- Dedicated Health Center: Free check-ups/physicals, chronic condition management, bloodwork, immunizations, and numerous free prescriptions for employees and dependents
- Tuition Reimbursement: Support for ongoing education and professional development
Complete an application at Administrative Assistant with all requested relevant information. Incomplete applications will be rejected. Downloading a resume can prefill some application sections.
Candidates will be subject to a pre-employment drug screen, physical and background check post offer. The City of Decatur is a drug-free workplace. This includes marijuana.
SICK LEAVE: 10 days of sick leave credit on first day of employment; thereafter 1 day per month granted, accumulative to 240 days
VACATION: After completion of six months of continuous service, 5 duty days; 3 weeks after 1 year of service; 4 weeks after 10 years of service; 5 weeks after 20 years of service; 1 additional duty day per year after 25 years of service (to a maximum of 30 duty days)
HOLIDAYS: New Year's Day Labor Day
Martin Luther King's Birthday Veterans Day
Presidents' Day Thanksgiving Day
Good Friday Day After Thanksgiving
Juneteenth Christmas Day
Memorial Day
Independence Day Two Unscheduled Holidays
PENSION: Employees of the City of Decatur contribute to the Illinois Municipal Retirement Fund (IMRF) at the rate of 4.5% per pay. The City of Decatur also contributes a percentage for the employee each pay. Employee contributions are refundable if employment ends before retirement.
OTHER: The City offers a three-tier health insurance plan for employees and their dependents. Employees contribute toward the monthly premium for single coverage and/or family coverage through payroll deduction. The City provides a life insurance policy at one times the annualized salary plus an additional $5,000 at no cost to the employee. Dependent coverage is offered. Employees may purchase additional term life on a voluntary basis. Employees also may purchase additional term life insurance sponsored by IMRF. Employees may contribute to a Flexible Spending Account for Medical and/or Dependent Care Expenses. Employees may participate in a voluntary group dental and vision insurance plan. Deferred compensation is also available.
Salary : $5,000