Administrative Assistant

Administrative
Assistant

Office of the Circuit Court Clerk
Effective: March 13, 2023

Salary: $50,200.00 Annually

Position Description:

Position Summarv
Under direction of the Circuit Clerk, Chief Deputy or Department Head, performs work of considerable difficulty providing professional level work alleviating the Circuit Clerk, Chief Depug or Department Head, of administrative tasks; performs related work as required.

Distinquishinq Features of the Class
An employee in this class performs diversified and confidential administrative duties requiring knowledge of departmental and organizational policies and practices. Work involves a high level of finesse and diplomacy due to the frequency of senior level internal and external contacts. This position is distinguished from other administrative positions by the ability to alleviate the Circuit
Clerk, Chief Depu$ or Department Head of administrative tasks and the ability to independently research, collect and analyze data.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by the position in this class. o Greets members of the public o Serves as liaison with both internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations.
. Screens and/or answers questions for the Circuit Clerk, Chief Deputy or Department Head or routes to the appropriate staff member; may prepare a daily appointment schedule or keep a calendar for the Circuit Clerk, Chief Deputy or Department Head. r Receives visitors, schedules appointments and arranges meetings. o Participates in planning for and executing meetings and other related activities that may require an adjustment to work schedule. o Must be willing to go off-site to pick up items needed for meetings, events, etc. o Assists and answers inquiries from customers, the public and other contacts.
. Screens telephone calls, email and visitors to determine the nature of requests or problems.

. Follows through on constituent and information requests, projects and pending matters with limited direction.

. Completes assigned projects and activities independently.

. Organizes and maintains files for the Circuit Clerk, Chief Deputy or Department Head.

. Prepares letters, memos, or other correspondence, including emails. o Collects, compiles, photocopies, assembles and distributes materials for meetings, and/or informational packets using identified sources.
. May prepare departmental payrollchange forms, certifications, etc.
. Organizes and prepares documents requiring the integration of multiple department technology and soflware applications.
. Communicates department policies, procedures, and programs to the public.
. Data entry and document scanning. o Answers and responds to phone inquiries. o Handles certain confidential information. o Other duties as assigned. o Maintains regular attendance and punctuality.

NON.ESSENTIAL DUTIES AND RESPONSIBILITIES a Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned. a Depending on assignment may maintain required emergency management training, licensure and/or certifi cations. a Performs related duties as required or assigned within job classification.

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 essential functions.

Knowledge of:
. Departmentoperations, policies, procedures. r Business English, spelling, grammar and punctuation. o Administrative research methodologies and techniques.
. Proficiency with office equipment, copier, facsimile, and scanning devices. o Microsoft Office software: Outlook, Word, Excel.
. Ability to communicate and use interpersonal skills. o Prioritize work. o Maintainconfidentiality.

EDUCATION / EXPERIENCE

Completion of a High School Diploma or General Equivalency Diploma; five years of progressively responsible experience performing a variety of administrative duties; or a combination of work and education experience sufficient to successfully perform the essential duties of the job listed above.

Phvsical Requirements
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary work: 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. Sedentary work involves sitting most of the time. Jobs are sedentary. Walking or standing are required only occasionally.

Work Environment
Work will occur in an office and is not substantially exposed to adverse environmental conditions

Job Type: Full-time

Pay: $50,200.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Wheaton, IL 60187: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person