Office Assistant

Des Plaines, IL - USA

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

Expected starting rate of $20/hr /- qualifications.

This is a part-time administrative position whose primary focus is to assist with Freedom of Information Act (FOIA) requests records management and various administrative tasks. This position has a strong understanding of public records excellent organizational skills and the ability to work independently with minimal supervision. This role requires flexibility attention to detail and the ability to manage multiple tasks efficiently. An individual in this position will be exposed to confidential information including sensitive personnel materials and must always maintain/respect confidentiality.

Works under the general supervision and guidance of the City Manager or their designee.

ESSENTIAL DUTIES & RESPONSIBILITIES:

FOIA Requests Management:

Accept and verify FOIA requests at the counter ensuring the requesters personal information and requested records are accurate and complete.
Input FOIA requests into the system and assign them to the appropriate departments promptly.
Provide clarifications to requesters as needed to ensure accurate processing of requests.

Assist with FOIA requests processing during high volume periods ensuring timely and efficient handling.

Process all FOIA requests in the absence of the Executive Assistant - FOIA including redactions correspondence and coordination with departments in accordance with all FOIA requirements.

Records Management:

Assist with updating and maintaining the Records Retention Schedule collaborating with various departments.

Review physical and digital files determining retention disposal or scanning to Laserfiche as appropriate.

Organize and manage multiple drives and file drawers containing various legal and administrative documents.

Perform searches for records in response to FOIA requests and other inquiries.

Clean up and maintain the Laserfiche system ensuring documents are correctly filed labeled and searchable.

Administrative Support:

Prepare resolutions ordinances and certifications for signature by the appropriate City Officials.

Scan and distribute signed documents to the proper departments and record them on relevant spreadsheets.

Upload Board and Committee meeting notices to the city website forward notices to newspapers and post notices in the lobby.

Process accounts payable and credit card transactions.

Publish legal notices as required.

Other Duties:

Provide vacation and sick leave coverage for the 6th Floor ensuring continuous office operation.

Maintain current knowledge of FOIA exemptions and rules through regular assistance and updates.

Perform additional administrative tasks as assigned by the City Manager.

Provides friendly and responsive customer service via phone in person or via email to the Public City Staff and Public Entities by answering questions and providing information.

Maintains a notary public certification.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent; some college coursework preferred. Two years of experience in an office environment that provides customer service.
Ability to always maintain and respect confidentiality.

Ability to learn the requirements of the Freedom of Information Act (FOIA).

Ability to learn about City Ordinances and administrative practices.

Knowledge of general clerical and administrative practices and procedures.

Knowledge or ability to learn various software programs including but not limited to: Excel Word Outlook WebQA Adobe Pro Accela Tyler New World and Laserfische scanning software.

Ability to maintain effective working relationships with City Staff Supervisor Department Heads Elected Officials and members of the public.

Ability to address citizen inquiries promptly courteously and tactfully.

Ability to focus on detail and be well-organized.

Ability to work independently and part of a team.

Ability to follow both verbal and written directions.

Ability to implement new procedures related to work performed.
Ability to complete professional training /or Certification related to State of Illinois Records Retention and processing of requests made under the Freedom of Information Act.

Supplemental Information:

Requires frequent use of personal computer including word processing spreadsheet and financial/personnel-database programs; telephone copy machine fax machine and automotive vehicle.
While performing the duties of this job the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger handle or feel objects tools or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work is predominantly performed in an office setting where the noise level is usually quiet.

Required Experience:

Junior IC

Expected starting rate of $20/hr /- qualifications.This is a part-time administrative position whose primary focus is to assist with Freedom of Information Act (FOIA) requests records management and various administrative tasks. This position has a strong understanding of public records excellent or...