Local Job
Administrative Assistant Job opening - Waukegan state Illinois ( Job openings )
Waukegan , state Illinois
( By Press Release office )
2022-05-20T00:00 - 2022-06-19T00:00 | 18 | 2
CLASS TITLE:
Administrative Assistant
DEPARTMENT:
Fire Administration
FLSA STATUS:
Non- Exempt
UNION STATUS:
SEIU
PAY GRADE:
N/A
NORMAL WORKING HOURS:
Monday through Friday, 8:00 am – 5:00 pm
GENERAL STATEMENT OF DUTIES:
Under the general direction of the Director of the Fire Prevention Bureau, performs a variety of secretarial and administrative duties. Acts as backup for the Fire Chief’s Administrative Secretary, when needed; assists the Fire Chief and Deputy Fire Chief as directed.
SUPERVISION RECEIVED:
Works under direct supervision of the Fire Marshall.
SUPERVISION EXERCISED:
Supervises clerical help in Fire Prevention Office and summer temporary help from time to time.
ESSENTIAL JOB DUTIES:
The essential job duties below are equally of importance and must be performed in order for the incumbent to be successful. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Schedules fire prevention inspections and assists with the typing of inspection reports for the Fire Prevention Bureau.
Assists with the maintenance of the department’s budget, i.e. processing of all invoices, handling of payment requests, verification of payment and written correspondence to rectify improper payment postings.
Maintains a database of contractors’ license and permit fees.
Handle the processing of EMS billing by reviewing EMS copies to ensure proper information for billing. Act as contact person for billing inquiries.
Assist with the processing of subpoenas, fire reports, and emergency medical requests.
Handles telephone requests and assists with the front counter.
Assist with opening and distributing mail, operating copy machines, typing correspondence, and performs related duties.
Maintain the inventory of toner and copy paper for all fire stations. Maintain office supplies for the Fire Prevention Bureau.
Designs and maintains master computer file of all department forms.
Prepares purchase orders, check requests, and maintains monthly ledger of accounts receivable.
Please take notice that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
TOOLS AND EQUIPMENT:
The following list of tools and equipment is a representative but not necessarily all-inclusive inventory of items needed to successfully perform the essential job duties.
Telephone, writing utensils, fax, photocopy machine, desktop, printer and other basic office equipment.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Regularly (>90% of the day) stands, walks, reaches with hands and arms, uses hands to finger handle, feel or operate objects, tools or controls, talks, hears, and uses far and close vision.
Frequently (50-90% of day) sits and adjusts eye focus, uses hands to finger handle and feet to walk back and forth to the counter and each department for customer and employee contact.
Occasionally (20-40% of day) lifts, crouches and kneels.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Regularly (>80% of day) works in a climate-controlled office, works around others, works under minimal supervision and experiences moderate noise levels.
DESIRABLE REQUIREMENTS:
The incumbent must possess the following knowledge, skills and abilities in order to successfully perform the essential job duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Requires knowledge, skill, and mental development equivalent to the completion of four (4) years of high school.
Requires knowledge of Business English, spelling, and math.
Requires knowledge of computers.
Requires knowledge of Microsoft Excel, Word, and Access.
Knowledge of fire reporting software
Requires the ability to maintain a financial database for the department.
Knowledge of FOIA process
Requires the ability to communicate effectively, both verbally and in writing.
Requires the ability to work independently and efficiently.
Requires the ability to type accurately at a working rate of speed.
Requires the ability to provide information and assistance to persons over the telephone or in person.
Requires the ability to maintain records of all computer hardware and software, and documentation of all computer work performed.
Requires the ability to maintain department confidentially.
Ability to establish and maintain effective working relationships with elected officials, employees, agencies and other governmental units and the public using strong interpersonal communication skills
Ability to meet deadlines.
MINIMUM REQUIREMENTS:
Associates degree from an accredited college or university. Bachelor’s degree is preferred.
Four (4) years of professional experience in a business or government organization..
SALARY/HOW TO APPLY:
Starting salary for this position is $56,921. If interested in this position, please submit your cover letter and resume to jobs@waukeganIL.gov on or before the close of business on Friday, May 27, 2022. Please indicate
FPB Admin Asst
in the subject line.
The City of Waukegan is an Equal Opportunity Employer
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