Administrative Assistant

We are pleased to offer the opportunity to work as an Administrative Assistant with DuPage County's Office of Homeland Security and Emergency Management (OHSEM).

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

DuPage County is an Equal Opportunity Employer

RESPONSIBILITIES INCLUDE:

* Serves as liaison with both internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations

* Provides administrative and meeting support to the Judicial & Public Safety (JPS) Committee which meets at 8:00 a.m. the first and third Tuesday of each month

* Prepares meeting agendas, resolutions, letters and memoranda for signature, checking documents and ensuring accuracy

* Responsible for capturing accurate documentation of discussions, decisions, and actions during committee meetings

* Screens and/or answers questions for the Department Head, Elected Official or County Board Staff or routes to the appropriate staff member; may prepare a daily appointment schedule or keep a calendar for Department Head or Elected Official

* Receives visitors, schedules appointments and arranges meetings

* Works with administrators and managers to keep them informed of department issues

* Follows through on constituent and information requests, projects and pending matters with limited direction

* Organizes and expedites flow of work through the office

* Coordinates special departmental projects involving research and investigation

* Develops policies and procedures related to the functions of the department

* Participates in management planning meetings and related activities

* Organizes and maintains files for the Department Head or Elected Official

* Assists in departmental budget preparation and control activities by gathering data

* Prepares departmental payroll change forms, certifications, etc.

* Manages office supplies, prepares requisitions for the purchase of materials and supplies

* Organizes and prepares documents requiring the integration of multiple department technology and software applications

* Files documents alphabetically, numerically, or by other prescribed methods

* Act as a lead worker or supervise subordinate staff

Non-essential Duties and Responsibilities

* Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response and recovery activities as assigned

* May maintain required emergency management training, licensure and/or certifications

* Performs related duties as required or assigned within job classification

Requirements for this position include the following experience or equivalent combination of training and experience:

* Completion of a High School Diploma or General Equivalency Diploma equivalent

* Six (6) years of progressively responsible experience performing a variety of administrative responsibilities including budget preparation, public relations, personnel or office management

* Two (2) years of supervisory responsibility

Preferred:

* Awareness of or experience with emergency management fundamentals, Incident Command System, or similar organization, structure, and principals a plus.

* Prior experience providing administrative support to a committee or board.

A passing score on basic Microsoft Excel and Word test and a writing exercise are required.  

A pre-employment background check is required.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

WORK ENVIRONMENT

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.