*Apply via Rockfordil.gov/employment. Do not Apply on Indeed.com*

NATURE OF WORK

Serving the public with varied and specialized secretarial, clerical, and administrative support work to accomplish work activities within established policies and procedures for the Legal Department. Work involves performing program assistance, purchasing, accounting, and may assist with personnel and payroll tasks.

DISTINGUISHING FEATURES

Work involves performing secretarial tasks and/or specialized clerical functions that require executing established policies and procedures based on knowledge gained through experience on the job. Work performed is often a segment of a process or procedure. Work may also include secretarial assignments such as word processing typing and composing reports, memos and other documents, scheduling, receiving and screening callers, and office assignments such as preparing purchase requisitions, creating and updating filing systems, and maintaining fiscal and budgetary records. Position is tasked with maintaining the confidentiality of various client or employee records. This class is distinguished from the Office Assistant by the greater variety and complexity of assignments and/or the level and frequency of secretarial support.

ESSENTIAL FUNCTIONS (These essential duties are only illustrative.)

Provides secretarial assistance using word processing software to prepare letters, correspondence, reports, meeting minutes, and other documents according to office practices and format. Copies, scans, and distributes files, records, reports and other materials as required.

Serves as clerk for board or committee meetings and transcribes minutes of board or committee meetings, as assigned.

Answers, screens, and forwards telephone calls; records and relays messages; greets and screens walk-in customers entering the service location, makes appointments and schedules meetings.

Processes departmental purchasing requests or expenses approved by administrative superiors and complies with the policy outlining the purchase of items. Follows-up with vendors on order status; and reconciles invoices with purchasing documents before forwarding to Finance Department for payment; prepares payment vouchers.

Assignments include assisting staff attorneys in a variety of practice areas, including: litigation, administrative hearings, FOIA, liquor/tobacco licensing, and contracts.

Effectively prioritizes and facilitates the meeting of deadlines and provides timely reminders.

Reviews for accuracy and completeness, completes, codes, tracks and files various forms/documents.

Maintains reasonable and predictable attendance.

Demonstrates a courteous and professional demeanor.

SUPERVISION RECEIVED

Work is performed with some latitude under the general supervision and guidance of a department head or administrative superior. Additional guidance may be received from established policies, procedures or practices. The employee must be capable of prioritizing a variety of duties and communicate effectively with the public. Work is reviewed through observation of work performance, adherence to policies and procedures, and through annual performance appraisals for accuracy, thoroughness, timeliness and the degree to which the work meets the needs of the office.

SUPERVISION EXERCISED

Supervision is usually not a responsibility of this class, although guidance, direction, and orientation may be provided to other staff assigned to assist with specific assignments or projects. May participate in orienting new employees on the job and may assign work, provide assistance to or answer questions of other employees at the same or lower levels.

WORKING CONDITIONS & PHYSICAL DEMANDS

Work is performed primarily in an office setting and is essentially sedentary with occasional walking, standing, lifting, bending, or minimal physical activities carrying items under 25 pounds such as books, papers, small parcels, etc. Many tasks may have set deadlines and involve volume processing.

SUCCESS FACTORS (KSAs)

Thorough knowledge of modern secretarial and clerical practices, modern office practices, procedures, and equipment.

Knowledge of MS Office Suite or other word processing, spreadsheet and data base software standard that may be adopted by City departments.

Knowledge of business English, spelling and arithmetic.

Ability to determine and carry out the proper procurement process according to established City policies and procedures, as required by the position.

Ability to accurately reconcile various purchasing, receiving and payment documents, as required by the position.

Ability to pay attention to detail and prepare a various program documents in an accurate and timely manner.

Ability to communicate and distribute information to others both orally and in writing.

Ability to follow departmental administrative policies and procedures.

Ability to maintain the confidentiality of communications, files and documents.

Ability to take and accurately transcribe minutes of meetings.

Ability to understand and carry out oral and written instructions.

Ability to establish and maintain effective working relationships with other employees and the public.

Ability to receive and resolve general questions from other city staff and the public.

Ability to accurately maintain a variety of clerical and statistical records and to accurately prepare detailed reports from such records.

Skill in the operation of office equipment and machines, including a personal computer or computer terminal.

EDUCATION, TRAINING & EXPERIENCE

High School Diploma or G.E.D. and five years of increasingly responsible secretarial and administrative support experience. An Associate’s degree with major course work in office technology systems, administrative support or a related field is desirable, but not required. Any satisfactory equivalent combination of experience and training, which ensures the ability to perform the work, may be substituted for the required experience.

NECESSARY SPECIAL REQUIREMENTS

Possession of a valid IL Driver’s License.

Residency Requirement:

Modified November 15, 2021: All employees (except Police Sworn and Fire Sworn) hired on or after June 1, 2018 shall reside anywhere in Winnebago County or within fifteen (15) miles of Rockford City Hall (425 E. State Street Rockford, IL 61104) within six (6) months after their introductory period. Department Heads shall live within the municipal boundaries of the city of Rockford.

Effective June 1, 2018 all newly hired employees, including newly hired Department Heads, shall live within the municipal boundaries of City of Rockford within six (6) months of their completion of their introductory period.

Classified employees hired after January 1, 1984 may live anywhere in Winnebago County or anywhere within an area fifteen (15) miles from the Public Safety Building within six (6) months of their date of completion of probation. Employees hired prior to January 1, 1984 shall be subject to their conditions of employment in effect at that time.

*Apply via Rockfordil.gov/employment. Do not Apply on Indeed.com*

Job Type: Full-time

Pay: $23.17 per hour

Benefits:

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

Work Location: In person

Please Note :
ajayjain.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, ajayjain.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.