Administrative Assistant

VILLAGE OF BLOOMINGDALE

CLASSIFICATION SPECIFICATION

Title: Administrative Assistant Department: Varies

Pay Grade: PT 6 FLSA: Non-Exempt

Date: March 2019 Reports To: Varies

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform secretarial and clerical support duties on a part time basis

for departments in the Village of Bloomingdale.

DISTINGUISHING CHARACTERISTICS

Performs routine clerical, secretarial, administrative, and public contact duties under general supervision.

Processes transactions, issues licenses, and provides services to the public related to a specific area of

technical expertise. Answers telephones and performs reception duties; provides general information to the

public. The performance of dues requires some independent judgement and initiative, and knowledge of the

operating policies and procedures of the Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this classification. These are not to be construed as exclusive or

all-inclusive. Other duties may be required and assigned.

Types a variety of routine and non-routine documents such as letters, memoranda, forms, contracts,

agreements, specifications, requisitions, vouchers, notifications, reports, invoices, personnel related

documents, etc. Compiles information for reports.

Assists and monitors Department programs/project activity and deadlines and prepare status reports.

Maintains data for the Department in various online and offline platforms, and in the Village website.

Answers and directs calls; provides general information; takes and relays messages. Performs customer

service functions; responds to and resolves complaints or forwards to appropriate individual.

Opens and distributes mail; prepares mailings. Files, faxes and copies documents. Performs data entry.

Orders and maintains inventories and supplies for the Department.

Maintains files/records for the Department, and process the retention and destruction of said records with

the Deputy Village Clerk.

Researches and collects information and responds to Freedom of Information Act (FOIA) requests for

public documents maintained by the Department. Consults with Village FOIA Officer when denials and/or

exclusions are required.

Processes purchase orders and orders supplies.

Collects user fees, maintains ledger, and makes deposits.

Schedules meetings and makes travel arrangements.

May attend meetings and take and transcribe meeting minutes.

Processes travel/training reimbursements.

ADDITIONAL FUNCTIONS

Performs other duties as assigned and required.

MINIMUM QUALIFICATIONS

High school diploma or equivalent with vocational/technical training in Secretarial Science and one to two

years of secretarial experience, or any equivalent combination of education, training and experience which

provides the requisite knowledge skills and abilities for this job.

PERFORMANCE APTITUDES

Data Utilization:

Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize,

prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose.

Requires discretion in determining and referencing such to established standards to recognize interactive

effects and relationships.

Human Interaction:

Requires the ability to provide guidance, assistance and/or interpretation to others, such as co-workers and the

public, on how to apply policies, procedures and standards to specific situations.

Requires the ability to communicate orally and in writing with the supervisor and all department personnel,

other Village departments, customers, residents, vendors and the public.

Verbal Aptitude:

Requires the ability to utilize a wide variety of reference and descriptive data and information such as

policies, procedures, reports, records, correspondence, forms, requisitions, vouchers, notifications, permits,

invoices, and general operating manuals.

Equipment, Machinery, Tools and Materials Utilization:

Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment,

machinery and tools such as a computer and other office machines, and/or materials used in performing

essential functions.

Mathematical Aptitude:

Requires the ability to perform addition, subtraction, multiplication and division; and to calculate

percentages and decimals.

Functional Reasoning:

Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in

written, oral, diagrammatic or schedule form. Ability to exercise independent judgment to adopt or modify

methods and standards to meet variations in assigned objective.

Situational Reasoning:

Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving

the evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve

some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.

Sensory Requirements:

Requires the ability to recognize and identify similarities or differences between characteristics of colors,

shapes and sounds associated with job-related objects, materials and tasks.

Environmental Factors:

Ability to work under generally safe and comfortable conditions where exposure to environmental factors

may cause discomfort and poses a limited risk of injury.

The Village of Bloomingdale, Illinois is an Equal Opportunity Employer. In compliance with the

Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified

individuals with disabilities and encourages both prospective and current employees to discuss potential

accommodations with the employer.