Office Assistant

The Office Assistant performs comprehensive administrative and customer service support to the Village Manager's Office and Finance Department. This position performs a wide range of clerical, financial, and administrative duties in accordance with established Village policies, procedures, and standards. This role requires a high degree of professionalism, confidentiality, attention to detail, and sound judgement. The Office Assistant regularly interacts with the public and Village staff and is responsible for handling sensitive information, supporting departmental operations, and assisting with financial and human resources-related processes. Village Manager's Office/Human Resources Support Maintain accurate, organized, and confidential personnel files in compliance with Village record retention requirements. Update and maintain databases related to employee personnel and medical files. File and manage human resources documentation in appropriate electronic and physical files. Assist with administration of Family and Medical Leave Act (FMLA) processes, including tracking documentation, sending notices, and maintaining records. Support recruitment activities, including scheduling interviews, preparing materials, candidate correspondence, and onboarding assistance. Assist with coordination and delivery of Human Resources training programs, wellness initiatives, and departmental events. Enter invoices for the Village Manager's Office into the accounts payable system; track and monitor expenses. Provide front counter and administrative support to the Manager's Office as a back-up to the Executive Assistant/Deputy Village clerk. Assist with preparation for Council meetings and post meeting administrative processes. Assist with licensing functions and other special permitting processes administered through the Village Manager's Office. Maintain office supply inventory and perform general clerical functions. Assist with research, data compilation, and report preparation for special projects and assignments. Perform other duties as assigned. Finance Provide front-counter coverage for the Finance Department, delivering high-quality customer service to the public as needed; serve as back-up to the Finance Customer Service Representative as assigned. Perform cashier duties as assigned, including accepting credit card and other payments according to established Village accounting procedures. Receive and respond to phone calls, emails, and in-person inquires; route requests to appropriate staff for resolution. Enter vendor invoices into the accounts payable system and verify supporting documentation for accuracy and completeness. Print warrant checks and prepare early checks; distribute checks and warrant lists as required. Respond to vendor inquires and assist staff across Village departments with payment-related questions. Sort and distribute incoming mail for Village Hall; process outgoing mail. Respond to utility billing customer inquiries and assist with utility billing functions as needed. Assist with utility billing as needed. Perform other duties as assigned.

Minimum Qualifications:

Graduation from high school or GED equivalent. Two (2) years' minimum recent administrative experience or comparable training and experience. Excellent organizational skills. Working knowledge of Microsoft Word, Outlook, Excel, and Acrobat Adobe; ability to learn the other software as required. Ability to demonstrate excellent interpersonal skills. Valid driver's license. Work schedule is generally Monday through Friday, 8:30 a.m. to 5:00 p.m., 40 hours weekly.

Position Range :

$57,376 - $80,789 annual Position is Open Until Filled. For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at (847) 716-3546 or aeriksson@winnetka.org .