Administrative Specialist

We are pleased to offer the opportunity to work as an Administrative Specialist within the DuPage County Stormwater Management Department.

DuPage County is an equal opportunity employer

This position is eligible for our complete benefit package including medical, dental and vision insurance, flexible spending accounts, life insurance, pension, deferred compensation plan, tuition reimbursement, pre‑paid legal and credit union. As a team member at DuPage County, you will also have access to time off with pay on designated holidays or holiday pay if required to work, vacation time, sick time and paid leave.

To learn more about the cost and coverage of the benefits plan, visit Employees Benefit Information. For detailed information on paid time off, visit Employee Policy Manual, Section 5.

• Ensuring office operations are in compliance with policy standards and provisions
• Assists and answers inquiries from clients or customers, the public and other contacts
• Assists customers and clients with completing forms and filing paperwork with the department
• Screens telephone calls, emails and visitors to determine the nature of requests or problems
• Processes transactions
• Provides secretarial services to a board or committee, including preparing agenda and minutes
• Completes assigned projects and activities independently
• Collects, compiles, photocopies, assembles and distributes materials for meetings, 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, 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
• Creates invoices for services rendered to other agencies and county departments
• 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
• Answers complex inquiries regarding policies or procedures by providing information requiring interpretations and familiarity with divisional policy and operations
• Files documents alphabetically, numerically, or by other prescribed methods
• Assists with emergency response tasks for the department, as needed
• Works with regulatory software programming, such as Accela, to assist staff and customers
• Completes independent research and review of public records

• Completion of a High School Diploma or General Equivalency Diploma equivalent
• Four (4) years of administrative support experience which includes an environment exposed to public contact

• Proficient in Microsoft Word and Excel
• Experience with or ability to learn various computer software including Infor, Accela, Cityworks, or similar software

A passing score on Basic Word and Basic Excel is required. A pre‑employment background check is required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. 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.

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.