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The County of DuPage
Wheaton, Illinois

Job Details for 1164 - Administrative Assistant

Job Description

FLSA STATUS: Non-Exempt
GRADE: 311


POSITION SUMMARY
Under direction performs work of considerable difficulty providing professional level work alleviating the Department Head or Elected Official of administrative tasks; performs related work as required.

DISTINGUISHING 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 Department Head or Elected Official 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 positions in this class.

• 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 Department Head or Elected Official or routes to the appropriate staff member; may prepare a daily appointment schedule or keep a calendar for Department Head or Elected Official
• Receives visitors, schedules appointments and arranges meetings
• Works with administrators and managers to keep them informed of department issues
• Follows through on information requests, projects and pending matters with limited direction
• Organizes and expedites flow of work through the office
• Coordinates special departmental projects involving research and investigation
• Develops policies and procedures related to the functions of the department
• Participates in management planning meetings and related activities
• Provides secretarial support to a board or committee
• Organizes and maintains files for the Department Head or Elected Official
• Prepares letters and memoranda for signature
• Assists in departmental budget preparation and control activities by gathering data
• May prepare departmental payroll change forms, certifications, etc
• Prepares requisitions for the purchase of materials and supplies
• Organizes and prepares documents requiring the integration of multiple department technology and software applications
• Files documents alphabetically, numerically, or by other prescribed methods
• Act as a lead worker or supervise subordinate staff
• Recommends hires and promotions, directs, and evaluates employment decisions for all assigned positions
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• 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:
• Department operations, policies and procedures
• Forms and procedures used throughout the County for personnel, purchasing, accounting and budgetary purposes
• Business English, spelling, grammar and punctuation
• Administrative research methodologies and techniques
• Principles of bookkeeping and record keeping

Skill in:
• Various office equipment; copier, facsimile, and scanning devices
• Microsoft Office software; Outlook, Word, and Excel

Ability to:
• Prioritize and assign work
• Resolve conflict
• Compile and analyze data and information
• Prepare complex reports
• Maintain filing systems
• Recognize problems, identify alternative solutions, and make appropriate recommendations
• Interpret and apply policies, procedures, and guidelines
• Write and edit documents
• Maintain confidentiality
• Manage calendars
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction

SUPERVISORY RESPONSIBILITIES
Exercises supervision of personnel in related area of responsibility.

EDUCATION and/or EXPERIENCE
Completion of a High School Diploma or General Equivalency Diploma equivalent; six years of progressively responsible experience performing a variety of administrative responsibilities including, budget preparation, public relations, personnel or office management including two years of supervisory responsibility; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands 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.

Exerting up to 10 pounds of force occasionally and/or a 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 if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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

CERTIFICATES, LICENSES, REGISTRATIONS
None