Resolution 2003-02 COUNTY OF KENDALL )
)ss
STATE OF ILLINOIS )
RESOLUTION NO.2003- C�a
RESOLUTION APPROVING THE REVISED JOB DESCRIPTION FOR THE POSITION OF
ADMINISTRATOR'S ASSISTANT
WHEREAS,it is important for the UNITED CITY OFYORKVILLE to maintain job descriptions for
the various positions within the CITY,and
WHEREAS,a revised job description has been recommended for the position of Administrator's
Assistant,and has been reviewed,and approved by the City Council.
NOW THEREFORE,upon motion duly made,seconded,and approved by a majority of those
voting,be it resolved that the attached job description incorporated herein by preference for the position of
Administrator's Assistant be adopted.
REPEALER: All ordinances,resolutions or orders,or parts thereof,in conflict with the provisions of
this ordinance are to the extent of such conflict hereby repealed,and this resolution shall be in full force and
effect forthwith upon its adoption.
^ PAUL JAMES MARTY MUNNS
RICHARD STICKA � MIKE ANDERSON
VALERIE BURR ROSE SPEARS
LARRY KOT v JOSEPH BESCO
APPROVED by me,as Mayor of the United City of Yorkville,Kendall County,Illinois,
this 1�� day _ A.D.2003.
MAYOR
PASSED by the City Council of the United City of Yorkville,Kendall County,Illinois,
this jq,�! day A.D.2003.
C LERK
Page 1 of 1
Revised 12/2/02
UNITED CITY OF YORKVILLE
Administrator's Assistant
JOB DESCRIPTION
Department: Administration
Reports To: City Administrator
Status: Full-time
Positions Supervised: All Administrative Part time Employees
Position Description Overview
This position acts as assistant to the City Administrator,participates in special administrative
projects, and assists with planning, grant applications and correspondence as requested by the
Mayor or City Administrator. Furthermore, this individual is to promote an overall positive
image of the city by acting as a representative to other communities, organizations, City Attorney
and outside consultants. This position also involves considerable independent judgment in daily
work activities and involves a wide variety of complex secretarial duties. Regularly assist and
act in a confidential capacity for the City Administrator, Elected Officials and Department Heads
with regard to labor relations and personnel matters. The Administrator's Assistant will also
supervise and evaluate the work of part time administration staff.
Essential Job Functions
1. Perform research and coordinate special projects, surveys,programs and/or procedures
as assigned by the City Administrator.
2. Train new receptionists in the daily operations of the office. Help them become familiar
and comfortable with their daily job duties. Oversee daily operation of the receptionists.
3. Evaluate each part time administrative staff person.
4. Continuously check with other agencies for grants, low interest loans and valuable
information and apply for certain of these programs on behalf of the city.
5. Work with the Yorkville Economic Development Corporation, Yorkville Area Chamber
of Commerce, Downtown Merchants, City Attorney and other business/service
organizations to maintain a positive working relationship with the city.
6. Attend Plan Council meeting,prepare agenda, distribute information packets and record
and take meeting minutes. Also,have available at plan council meetings copies of last
meeting minutes and copies of ordinances that are applicable.
7. Act as back up for the Deputy Clerk as needed.
1
descaa
Revised 12/2/02
8. Prepare packets for the many meetings the Administrator attends each week, pulling files
for specific material (ordinances, correspondence, developers materials, etc.) he will
need. Include extra copies of the appropriate agenda.
9. Pick-up material from Administrator's out box several times a day, follow-up as required
for each, i.e. typing,pulling files, copying, filing, making calls, setting up
appointments &distributing materials.
10. Field calls for Administrator whenever possible, generally taking messages so calls can
be returned based on Administrator's schedule and preparation.
11. Type correspondence, memos and other materials as needed, copy to file, and to others
per Administrator's request. Provide a copy of all outgoing correspondence to the Mayor.
Maintain Administrator's files.
12. Set-up, schedule and coordinate Mayor and Administrator's meetings and appointments.
Printout next day's appointment calendar late each day to be reviewed by Administrator.
Provide the upcoming weeks' schedule for review by Administrator and Mayor.
13. Other duties as directed by the City Administrator.
Basic Requirements- Knowledge, Skills and Abilities
1. Independent writing and proofreading skills.
2. Ability to operate a variety of office equipment including a typewriter,word processor,
personal computer, facsimile machine,transcribing equipment and communication
equipment.
3. Ability to type a minimum of sixty(60)words per minute.
4. Ability to maintain strict confidentiality.
5. Ability to assemble, organize and communicate, statistical, financial and factual
information derived from a variety of sources.
Minimum and Preferred Experience and Education
1. Minimum of two (2)years secretarial experience in a progressively responsible complex
office environment.
2
descaa
Revised 12/2/02
2. High School Degree supplemented by courses in typing and business subjects,preferably
supplemented by at least 60 hours of credit of college level courses in business
administration or public administration and/or related subjects.
3. Any equivalent combination of experience and education that provides the required
knowledge, skills and abilities.
4. Must have shown prior demonstration of excellent people skills, be an aggressive
self-starter and be willing to attend evening meetings and training.
5. Must have successfully completed a background investigation with findings of good
character and no felony convictions.
The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the
position if the work is similar,related or a logical assignment to the position. The job description
does not constitute an employment agreement between the employer and employee and is subject
to change by the employer as the needs of the employer and requirements of the job change.
3
descaa