Administrative Management Analyst

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ADMINISTRATIVE MANAGEMENT ANALYST

City of Prospect Heights, Illinois

Open Until Filled | First Review of Resumes Begins Immediately

The City of Prospect Heights is seeking a motivated, detail-oriented, and service-driven professional to join our team as an Administrative Management Analyst
. This role is ideal for someone interested in public service, civic engagement, communications, and gaining hands‑on experience in municipal government operations.

If you are organized and passionate about serving a community, this position offers a unique opportunity to work directly with City leadership while helping ensure transparency, efficiency, and excellent service for residents.

• Gain Real-World Experience in Local Government Operations
• Work directly with City Leadership and Elected Officials
• Build Skills in Communications, Records Management, and Civic Engagement
• Enjoy Strong Benefits, Retirement Security, and Work-life Balance
• Serve a Welcoming and Diverse Community

This position is an excellent stepping stone for careers in public administration, municipal management, communications, policy, or community development
.

The Administrative Management Analyst provides executive-level administrative and operational support to the City Administrator, Mayor, City Clerk, and Department Heads. The position supports essential governance functions and ensures compliance with open government requirements.

Key responsibilities include:

• Managing Public Records and Supporting Transparency through FOIA Compliance
• Supporting Ordinance, Resolution, and Agreement Processing
• Coordinating Election Filings and Official Municipal Records
• Supporting Municipal Code Updates and Document Management Enhancing Resident Communication through Newsletters, eNews, Website Updates, and Social Media
• Assisting with Public Inquiries and Delivering Excellent Customer Service

• Serve as Custodian of the City Seal and Attest Official Documents when the City Clerk is absent
• Receive and Process Petitions and Official Communications to the City Council
• Administer Oaths of Office to Appointed Officials and Public Safety Personnel

• Maintain and Update the City Code and Coordinate Codification Updates
• Manage the City’s Records Management Program, Including Retention and Compliant Destruction Procedures

• Serve as the City’s Designated Freedom of Information Officer (FOIA)
• Maintain Agendas, Minutes, and Public Notices in Compliance with Open Meetings Requirements

• Manage and Enhance City Communications Including Newsletters, eNews, Website Content, and Social Media
• Assist with Public Inquiries and Promote Clear Communication with Residents

• Assist with Business and Liquor Licensing Files and Regulatory Documentation
• Maintain Records Related to Ordinances, Resolutions, Zoning Actions, and Variations
• Serve as Local Election Authority Duties as Designated by the City Clerk

• Provide Front Desk Assistance when needed
• Represent the City on Boards, Commissions, or Intergovernmental Groups as Assigned
• Assist with City Events, Meetings, and Community Functions
• Perform Additional Duties as Assigned

Typical hours are Monday-Friday, 8:30 AM - 5:00 PM.

Evening meetings are scheduled in advance and typically occur two to three times per month, including City Council and occasional commission meetings or community events.

• Ethical, Trustworthy, and Maintains Confidentiality
• Organized and Detail-Oriented
• An Excellent Communicator, both Written and Verbal
• Comfortable Working Independently and Taking Initiative
• Skilled in Proofreading and Document Preparation
• Customer-Focused with Strong Interpersonal Skills
• Tech-Savvy and Confident using Microsoft Office and Digital Tools
• Able to Quickly Understand Processes and Solve Problems

• Bachelor’s Degree Preferred in Public Administration, Political Science, Business Administration, or a Related Field
• Associate Degree with 1-3 years of Relevant Professional Experience Required
• Municipal or Government Experience is Helpful but Not Required
• Ability to Pass a Pre-Employment Physical and Drug Screening following a Conditional Offer

$55,000 - $65,000 DOQ

• Illinois Municipal Retirement Fund (IMRF) Pension
• Medical, Dental, and Vision Coverage
• Paid Time Off and Holidays
• Life Insurance
• Annual Cost-of-Living Increases

The City of Prospect Heights is an Equal Opportunity Employer.