Administrative Assistant

Grundy County ETSB Seeks Administrative Assistant Do you thrive in a fast-paced environment and possess exceptional organizational skills? Are you passionate about supporting a vital public service organization? If so, the Grundy County Emergency Telephone System Board (ETSB) is seeking a highly motivated Administrative Assistant to join our team. In this role, you will provide comprehensive support to the Executive Director and contribute directly to the smooth operation of the Grundy County ETSB. You will interact with various stakeholders, maintain accurate records, and ensure efficient financial management, all while upholding the highest standards of professionalism and confidentiality. We offer a competitive compensation and benefits package, including:

Salary:

$58,000 - $63,000 annually, based on qualifications and experience.

Retirement:

Participation in the Illinois Municipal Retirement Fund (IMRF) pension plan.

Health Insurance:

Comprehensive insurance options for medical, dental, and vision.

Life Insurance:

Basic and optional life insurance coverage.

Paid Time Off:

Generous paid time off, including holidays, vacation, personal time, and sick leave.

Responsibilities:

Deliver high-level administrative and assistant support to the Executive Director encompassing scheduling, correspondence, report preparation, and data collection. Promote the Grundy County ETSB in a positive and professional manner during interactions with the public, Board members, and collaborating entities. Utilize strong judgment and decision-making skills to independently address issues and complete tasks. Manage all aspects of meeting logistics, such as preparing agendas, assembling packets, attending meetings, and capturing meeting minutes. Oversee financial operations, including processing invoices, tracking aging reports, managing accounts payable and receivable, reconciling funds, and monitoring subscriptions and maintenance agreements. Prepare for annual audits and review findings. Complete the State's Annual Financial Report (AFR). Manage financial reporting for grants. Ensure accurate processing of payroll claims. Maintain physical and digital records, including personnel files, and manage record destruction in accordance with the Local Records Act. Respond efficiently and accurately to record requests related to FOIAs, subpoenas, and investigations. Facilitate employee development by registering employees for training and conferences and coordinating travel arrangements. Assist with recruiting and screening job applicants. Maintain the Master Street Address Guide for accurate 9-1-1 call routing and report errors in call routing and call data. Other administrative and clerical tasks as assigned.

Minimum Qualifications:

Able to maintain confidentiality and discretion in all aspects of the job. Proficiency in using Windows computers, QuickBooks, Microsoft Office Suite (Outlook, Word, Excel), and general office equipment. Excellent organizational skills with the ability to prioritize and meet deadlines in a fast-paced environment. High degree of accuracy and meticulous attention to detail. Strong research and problem-solving skills. Effective written and verbal communication skills. Ability to acquire and maintain certifications for: Freedom of Information Act (FOIA) Officer Open Meetings Act (OMA) Designee Law Enforcement Agencies Data System (LEADS) user Minimum typing speed of 35 wpm using standard keyboarding methods. Valid Illinois driver's license. High school diploma or equivalent.

Preferred Qualifications:

Background in basic accounting principles. Experience working in a public safety environment.

Work Conditions:

Fast-paced and dynamic work environment with frequent interruptions and competing priorities. Work primarily in an office setting with standard computer equipment. May occasionally operate a motor vehicle to run errands, attend meetings, or conduct other job-related tasks.

Mental and Physical Abilities:

Use a computer and standard office equipment for extended periods. Lift and carry light office supplies (up to 15 lbs). Perform basic physical tasks such as sitting, standing, walking, and bending. Learn and adapt to new technologies and procedures. Work independently and as part of a team. While working as an Administrative Assistant at the Grundy County 9-1-1 center does not directly involve responding to emergency calls or interacting with callers in distress, it is important to understand that you will be exposed to sensitive or distressing information in the course of your duties.

This may include:

Overhearing details of emergency calls relayed through the office environment. Accessing or handling reports related to sensitive events. Interacting with colleagues or Board members who are affected by emergency situations. Therefore, candidates must be able to: Maintain composure in the face of potentially upsetting or disturbing information. Demonstrate emotional resilience and a strong ability to manage stress. Maintain professional boundaries and avoid dwelling on negative or traumatic details.

To Apply:

Submit your resume and cover letter to HR@grundy911.org by May 26th, 2026 The Grundy County ETSB is an equal opportunity employer and values diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Pay:

$58,000.00 - $63,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person