Part-Time Administrative Assistant II

DESCRIPTION:
The Village of Glen Ellyn is seeking qualified candidates to fill a part-time Administrative Assistant II position.  This is a multi-faceted non-supervisory position which provides support to Village’s Administrative Offices.  The duties of this position include, but are not limited to, processing Freedom of Information requests, performing a variety of responsible, confidential, and complex administrative support and clerical duties within the Village Manager’s Office. Answers non-routine correspondence and assembles highly confidential and sensitive information. Interacts with a diverse group of external stakeholders, as well as internal contacts at all levels of the organization. Provides responsive customer service by answering and responding to inquiries via phone, e-mail, or in person.  Regularly performs duties such as record keeping, data entry, document research, drafting business correspondence, organizing direct mailings, processing invoices, and working on special projects. Performs other duties as assigned.  Position reports to the Assistant Village Manager.
ESSENTIAL FUNCTIONS:

• Organizes and coordinates Freedom of Information Act (FOIA) requests; files documents with Federal, State, and County agencies, as needed.
• Provides a variety of day-to-day clerical and administrative support functions within the Village Manager’s Offices, including assigned special projects.
• Perform a wide variety of confidential duties for the Law Department, including conducting research and drafting, reviewing, and disseminating written communications.
• Responsible for managing and processing Administration Department invoices, ensuring accuracy and timely submission for payment.
• Performs document research and organizes and maintains accurate and complete filing systems; reviews and assists in the preparation of various reports; and periodically expunges Village records in accordance with the Illinois Records Retention/Local Records Act guidelines.
• Provides friendly and responsive customer service via the phone, in person, by e-mail, and via written business correspondence.

• Serves as back-up to Executive Assistant/Deputy Clerk for lunch periods as well as vacation and other leave time.
• Performs data entry; types and proofreads memos, correspondence, reports, and other documents.
• Updates informational and resource materials, as needed; prepares and recommends revisions to operating procedures, policies, and regulations upon request; and develops and revises office forms and reports, as needed.
• Maintain appointment schedules and calendars, and arrange meetings, conferences, and civic functions as necessary; maintain public facilities calendar; coordinate activities with other Village departments, the public and outside agencies.
• Cross trains with Executive Assistant/Deputy Clerk and Administrative Clerks in common functional areas and duties in order to provide back-up support in their absence.
• May serve as Village Clerk in the absence of the Village Clerk at Village Board meetings and/or Workshop meetings
• Provide notary public services.
• Coordinates confidential/private information in a responsible manner in accordance with Federal, State, and local laws.

• Qualified candidates must possess a high school diploma or equivalent; BA/BS degree is preferred.
• Minimum of 3 to 5 years of previous experience or specialized training in an administrative support function or professional office environment; previous experience in a local government setting is a plus. 
• Excellent verbal and written communication skills, including the ability to communicate with tact and professionalism under various conditions. Must be detail oriented and highly organized; ideal candidates are self-starters with the ability to work both independently and as part of a team.
• Versatility and independent judgment is required to plan, prioritize and effectively manage a diversified workload.
• Ability to interpret and apply Village policies and procedures, written instructions, and general correspondence, and demonstrate the ability to complete assignments accurately and within established deadlines.
• Excellent typing skills, including the ability to effectively operate customary office equipment, such as computers, Microsoft Office (e.g. Word, Excel, and PowerPoint), and related Windows-based software programs; previous experience with electronic records management/archival systems is a plus. 
• The position also requires individuals capable of completing basic mathematical calculations.

1. Interested candidates should submit an employment application (click here), a resume and cover letter to applicants@glenellyn.org.  Hard copies (faxed, mailed, hand-delivered) of resumes will be declined.
2. Applicants must indicate (Job ID: #26-25 PT Administrative Assistant) in the subject line of their e-mail.
3. The selected finalist will be required to successfully pass a pre-employment criminal background check, reference check, and a post-offer medical physical with a drug screen.
4. The deadline for applications is May 10, 2025. Candidates requiring reasonable accommodations under the Americans with Disabilities Act should contact Human Resources at 630-469-5000.