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Secretary II - Public Works

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Public Works – Secretary II
Public Works Department
Reports to:  Director of Public Works
Effective Date: September 21, 2022
Union: AFSCME

JOB SUMMARY

Under the supervision of the Director of Public Works, the Secretary II assists in the day-to-day operations of the customer service counter at the Department of Public Works with the utmost focus on providing all stakeholders exceptional customer service. The Secretary II class is distinguished from the Secretary I by demonstrating thorough understanding of all procedures and processes required to effectively perform full range of all assignments, with occasional instruction or assistance as new or unusual situations arise in the area and has performed 3 years’ experience in Secretary I. 

KNOWLEDGE, SKILLS & ABILITIES:

  • Excellent written and oral communication skills
  • Effective time-management, organization and multi-tasking skills 
  • Experience performing daily reconciliations
  • Demonstrated experience successfully interacting with internal and external stakeholders
  • Working knowledge of technology including Microsoft Office Suite, Work Management software (Cartegraph), and Village’s ERP system (MUNIS)

JOB DUTIES/KEY RESPONSIBILITIES: 

Provide Village stakeholders with exceptional customer service in all interactions. Maintaining frequent contact with public works employees, residents and other village stakeholders.

  • Receives and responds to in-coming phone calls, directing to proper department, and provides on the spot answers to questions whenever possible.
  • Sorts mail delivered and directs to proper place. Checks outgoing mail for procedural and grammatical accuracy. 
  • Enters, coordinates, and tracks purchases for budget accounts. Informs supervisor of possible overspending.
  • Reviews requisitions for accuracy and authorization before processing. Reviews open purchase orders with vendors for status of order.
  • Coordinates requisitions and purchase orders with the Village’s finance department.
  • Types correspondences and other materials on a variety of general and technical topics. 
  • Inputs customer or resident complaints and or requests into the Village’s work management system (Categraph). 
  • Copies and distributes information regarding damage to village property to appropriate personnel. Follows up, creates and mails invoices.
  • Coordinates the review and execution of agreements, resolutions and ordinances with the proper department.
  • Performs other duties as assigned. 

SOFTWARE PROFICIENCIES: 

Microsoft Office Suite, experience with MUNIS and/or Cartegraph a plus 

EDUCATION /EXPERIENCE /CERTIFICATIONS AND/OR LICENSING:

Required:

  • Exceptional Customer Service Skills
  • Must be enthusiastic, friendly and courteous 
  • Be at least 18 years of age
  • High School Diploma or equivalent
  • Proficient with current computer software systems, including email, calendar programs, job specific software, and customer service systems.

Preferred:

  • Associate’s degree in Business or related field  
  • 3 years’ experience working in an office environment 
  • Experience with MUNIS Software Package
  • Experience with Cartegraph work management package
  • Bilingual  (Spanish or Polish)

WORK ENVIRONMENT & PHYSICAL DEMANDS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear. The employee must occasionally lift and/or move more than 30 pounds. The employee is required to use hands to finger, handle or operate objects, controls, or tools including peripheral computing equipment (ex. Computer mouse / calculator). Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must be able to reach with hands and arms, climb or balance, stoop, kneel, crouch and/or crawl.

Work is performed primarily in a climate controlled office setting.  May involve extended periods of sitting, typing on a keyboard, and using a telephone among other office equipment including copier, fax, etc. Periodic exposure to stressful situations. The noise level in the work environment is usually moderate to low.

The physical demands and work environments 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.  Accommodations will be examined on a case-by-case basis.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required by personnel so classified.

SALARY: 

This position is classified as a Pay Grade 4 on the AFSCM union schedule. 

Hiring range for this role is $47,879 to $57,143 annual salary per the AFSCME 2022-2025 collective bargaining agreement. Salary dependent on qualifications. The salary range for this role is $47,897 to $63,900. 

HOW TO APPLY: 

Please submit via email an employee application to Human Resources– vobjobs@bensenville.il.us  

Email submissions should include “Secretary II - Public Works" in the subject line. All successful candidates must pass a standard drug test and background check.

The Village of Bensenville is an Equal Opportunity Employer


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