Full job description JobID: 468
Position Type:
Civil Service/Full-Time/Non-Bargaining Unit
Date Posted:
3/15/2024
Location:
Urbana City Building
Date Available:
When Filled
Join Our Team! Administrative Assistant
Typical starting salary: $46,314.69 - $59,051.23
Department/Division :
Executive Department
Position Summary :
The City of Urbana is seeking qualified candidates to fill the position of Administrative Assistant in the Executive Department. This position is responsible for performing a wide variety of professional administrative duties in support of the activities and services of the Executive Department, which include tasks such as creating and maintaining filing systems; receiving telephone calls and scheduling appointments; preparing correspondence; logging, compiling, and reporting data; and acting as the purchasing/finance and payroll clerk for the Department. This position is typically the first point of contact in the Mayor and City Administrator's office. Employees must be able to work in a high-stress environment and manage multiple priorities. Incumbents should have the ability to diffuse situations while remaining calm and courteous at all times. Accuracy and close attention to detail are required.
Essential Functions: Provides responsible and highly complex administrative and clerical support to the Executive for Executive Department functions. Prepares various forms of correspondence, including proclamations, letters, memos, emails, and reports; responds to general correspondence of a routine nature; proofreads correspondence materials and makes corrections for grammar, spelling, punctuation, and general content. Notarizes documents as required. Retrieves, opens, sorts, and distributes incoming, interoffice, and outgoing mail. Creates and maintains various manual and digital filing systems. Maintains calendars, coordinates and schedules meetings and appointments at the request of staff and the public; schedules meetings and appointments for the Mayor and City Administrator, as directed. Makes travel and accommodation arrangements for the Mayor and City Administrator, and for other Department staff as directed. Performs basic accounting functions, including preparing invoices, processing invoices for payment, requesting forms from vendors, reconciling credit card statements, and preparing check requests. Processes department payroll transactions, including reviewing timesheets and time-off requests; data entry of hours worked and timesheet corrections; generating personnel action request forms (PARFs); and reviewing and processing biweekly payroll. Receives and greets all visitors having business with the Mayor and City Administrator; assists, provides instructions, or directs visitors to other departments as appropriate. Required / Minimum Qualifications:
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Completion of high school or equivalent and Four years of progressively responsible clerical/administrative experience; or completion of a two-year office science or business administration program and two years of progressively responsible clerical/administrative experience, or completion of a four-year program at a college or university, preferably with major coursework in business administration, public administration, or other related fields and six months of administrative or office management experience; or an equivalent combination of education and experience. Must possess a valid State of Illinois driver's license or obtain one within fifteen (15) days of employment. Designation as Notary Public is required within six (6) months of employment. Preferred Qualifications Associate's degree in Office Professional Studies or related field. Familiarity with the Illinois Open Meetings Act and Freedom of Information Act. For a complete list of duties and qualifications, please refer to the job description.
Applications will be accepted until the position is filled, however, the date of the first application review will occur after Monday, April 8, 2024. Interested applicants are strongly encouraged to apply before this date for priority consideration.
Selection Process:
The application will serve as the Civil Service exam; applicants meeting or exceeding the passing score will be placed on an open competitive register to fill current and/or future vacancies that may occur within approximately the next two years; this register may be extended or voided as needed by the Civil Service Commission. Questions may be directed to Tamra Lighty, Human Resources Coordinator, at: or call . The City of Urbana provides reasonable accommodations for persons with disabilities; if you need information, please contact the Human Resources Division at the number or e-mail above.
What happens after I submit my application?
You will be contacted by e-mail regarding your status once a decision has been made in the selection process. Once you apply, almost all communication regarding the status of your application will be by email through the City's applicant management platform, so please add the domain "@applitrack.com" to your address book to prevent any emails from going to your Spam/Junk folder.
The Organization
The City of Urbana, founded in 1833 and the county seat of Champaign County, is a home-rule municipality situated in east central Illinois, approximately 135 miles south of Chicago and 45 miles west of the Indiana border. The University of Illinois at Urbana-Champaign, the state's flagship university, is located in both Urbana and Urbana's twin city of Champaign. Urbana's population is estimated at 38,336 and 11.9 square miles are within the City boundaries. The City is led by Mayor Diane Wolfe Marlin and operates under the mayor-aldermanic form of government. On average, Urbana employs 260 full-time personnel. For more information about the City of Urbana, visit
About the Urbana Community
Award-winning dining. Cutting-edge technology. World-class education. Gigabit-speed fiber network. Urbana is a city where artists, thinkers, and innovators thrive. And we're just getting started!
Urbana boasts a history built on innovation. From the famed Morrow Plots, a National Historic Landmark, to the groundbreaking research conducted every day on the flagship campus of the University of Illinois, Urbana embraces creative thinking and diversity to drive innovation and advancement. We're connected to each other and the world thanks to an award-winning mass transit district, Amtrak rail, a regional airport, and three major interstates. Prefer to get around on two wheels? We are proud to be the first Gold Level Bicycle Friendly Community in Illinois. Our West Urbana neighborhood has been named one of the 10 Great Neighborhoods in America by the American Planning Association, and together with our twin city Champaign, we've been recognized as the Greatest Food Town in the Midwest by Midwest Living Magazine, as well as an AARP Age-Friendly Community. Led by Mayor Diane Wolfe Marlin, Urbana's progressive values include civic engagement, celebrating entrepreneurs and innovators, smart growth, and transparent governance. Award-winning schools, outstanding parks, a mosaic of diverse and engaged neighborhoods, a robust array of businesses located throughout the city, and reliable public services committed to the best possible quality of life for residents serve to make Urbana a great place for all to thrive.
The City of Urbana Welcomes Diversity!
We foster an environment that values and encourages mutual respect, inclusion of all people, and utilizing differences and similarities as an organizational asset.
EOE.
