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The County of DuPage
Wheaton, Illinois

Job Details for 1162 - Division Assistant II

Job Description

FLSA STATUS: Non-Exempt
GRADE: 110


POSITION SUMMARY
Under general supervision performs work of moderate difficulty coordinating the administrative and secretarial services and support activities of a division or area of expertise; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class independently coordinates and performs secretarial and administrative work to support division activities. This position typically supervises approximately ten clerical or secretarial employees to assure that office support services meet the requirements of the division. Human relations skills are based on effectiveness and judgment. General supervision is received from a division manager, administrator or supervisor.

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.

• Prepares work schedule for clerical/administrative employees and assures coverage of functions such as reception, mail preparation and delivery and typing
• Processes transactions
• Issues licenses, and provides services related to a division or area of expertise
• Recommends hires and promotions, directs, and evaluates employment decisions for all assigned positions
• Provides secretarial services to a board or committee, including preparing the agenda and minutes
• Collects, compiles, photocopies, assembles and distributes materials for meetings, bid applications and/or other informational packets using identified sources
• Prepares reports, charts and tables by gathering, compiling and typing data following established procedures or format
• Prepares letters, memos, bid specifications, or other correspondence
• Transcribes dictation, often of a technical and/or confidential nature
• Maintains logs and files related to budgets, accounts payable, purchasing and/or payroll
• Oversees and orders inventory of office supplies, equipment and services within prescribed procedures and contractual agreements
• Locates and attaches appropriate file/documents to correspondence to be answered by supervisor or other staff
• Receives, tabulates, and accounts for fees and other moneys received
• Reviews, records and deposits checks and other payments received by the division
• Answers complex inquiries regarding policies or procedures by providing information requiring interpretations and familiarity with divisional policy and operations
• Screens telephone calls, letters, and/or visitors
• Files documents alphabetically, numerically, or by other prescribed methods
• 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:
• Divisional terminology, operations, procedures and policies
• Forms and procedures generally used in the division
• Management and leadership principles
• Business English, grammar, spelling and punctuation
• Current office practices, procedures, and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Using computer hardware and software including work processing, spreadsheets, databases, email, etc.
• Performing numerical calculations, obtain totals and balances and verify information
• Typing and transcribing dictation
• Verbal and/or written communications
• Dealing effectively with others
• Applying an acquired knowledge of procedures, rules, regulations, and services of office to which assigned

Ability to:
• Using computer hardware and software including work processing, spreadsheets, databases, email, etc.
• Manage projects and multiple priorities simultaneously
• Monitor and evaluate employees
• Prioritize and assign work
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• 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
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Provide leadership to effectively resolve issues
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality

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; four years of skilled secretarial experience which included a high volume of public contact and one year of supervisory experience; 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.

Sedentary Work: 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.