ADMINISTRATIVE ASSISTANT III - FACILITIES & FLEET at Cook County

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Jun, 26

Salary

0.0

Posted On

23 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Word Processing, Spreadsheet, Database, Presentation Software, Inter-departmental Coordination, Filing, Record Retrieval, Correspondence Preparation, Bookkeeping, Logistics, Adobe Suite, Microsoft Office, Decision Making, Payroll Procedures, Record Keeping, Communication

Industry

Government Administration

Description

Forest Preserve District of Cook County Job Summary Under general supervision, independently provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise clerical staff and/or interns. Typical Duties Oversees day-to-day administration of department function. Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan appropriate course of action. Coordinates processes requiring inter-departmental participation, initiating research and actions to address department needs. Files and retrieves corporate documents, records, and reports. First point of contact for department visitors, making initial determinations regarding needs and initial steps to address issues. Independently prepares responses to correspondence containing routine inquiries. May perform bookkeeping and logistics work. The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work. Minimum Qualifications Must possess an Associate’s Degree or higher from an accredited college or university in business administration, public administration or a substantially similar area and two (2) or more years of full-time work experience as an administrative assistant or substantially similar position; Or must possess a high school diploma or GED and four (4) or more years of full-time work experience as an administrative assistant or substantially similar position. Knowledge, Skills, Abilities and Other Characteristics Skill and proficiency in the use of computers. Skilled in the use of Adobe Suite. Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook. Competency in performing administrative work independently including the composition of letters, memoranda and reports. Skill in planning, developing and completing complex assignments with minimal direction. Ability to exercise good judgment in making decisions. Thorough working knowledge of or ability to quickly and effectively grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the agency, department and County as they are applicable to assigned duties and responsibilities. Ability to work cooperatively with administrative, supervisory, technical and professional personnel in maintaining adequate clerical services. Thorough knowledge of payroll procedures and regulations particular to area of assignment. Knowledge of the services performed by the professional areas of the Finance Department. Ability to make sound decisions and carry out programs affecting own work and the work of others either for constant or changing work situations. Skill in the application of sound mathematic principles and basic bookkeeping methods relative to maintaining important financial or statistical records. Good attention to detail, ability to proof, verify and edit complex data, from computer and documents. Ability to follow-up in a thorough and timely manner relative to unresolved business. Extensive knowledge of correct payroll language usage, punctuation and grammar, and their proper application to reports and records. Skill and accuracy in the control, organization and maintenance of files and records according to various methods. Good communication skills; ability to gather information from others and make inquiries; ability to convey information and explain or discuss office policy and procedure with others in person or by telephone. Skill in the application of complex instructions, written and verbal; ability to accurately relate such instructions in full or part to other administrative staff. Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform the duties of clerical staff as needed. Ability to maintain confidentiality is mandatory. The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work. Benefits Package Medical, Dental, and Vision Coverage Basic Term Life Insurance Pension Plan and Deferred Compensation Program Employee Assistance Program Paid Holidays, Vacation, and Sick Time You May Qualify for the Public Service Loan Forgiveness Program (PSLF) For further information on our excellent benefits package, please click on the following link: http://www.cookcountyrisk.com/ Veteran’s Preference When applying for employment with the Forest Preserve District of Cook County, preference is given in the application process to honorably discharged Veterans who have served in the Armed Forces of the United States for more than 180 consecutive days or during War Time. To take advantage of this preference, a Veteran must: Meet the minimum qualifications for the position. Identify him/herself as a Veteran on their employment application by answering “Yes” to the question “Are you a military veteran?” Attach a copy of his/her DD 214, DD 215, or NGB 22 (Notice of Separation) at the time of application by uploading it as part of the application. If there are multiple DD 214s, DD 215s, or NGB 22s, the one with the most recent date should be submitted. Coast Guard members must submit a certified copy of the military separation from either the Department of Transportation (before 911) or the Department of Homeland Security (after 911). Provide original applicable discharge papers at time of interview. General District Employment Requirements PROOF OF EDUCATION, CERTIFICATIONS AND/OR LICENSES MUST BE PROVIDED PRIOR TO INTERVIEW. ORIGINAL/CERFTIFIED COPIES WILL BE REQUIRED AT TIME OF INTERVIEW. The Forest Preserve District of Cook County is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity.

Responsibilities

This role provides high-level administrative support, including conducting research, preparing statistical reports, handling information requests, and managing correspondence, visitor reception, and scheduling. The assistant may also oversee day-to-day department administration and potentially train clerical staff or interns.