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Resolution 2000-07 STATE OF ILLINOIS ) ) ss COUNTY OF KENDALL ) RESOLUTION-NO. 2000- RESOLUTION CREATING THE POSITIONS OF ADMINISTRATOR'S ASSISTANT AND RECEPTIONIST/SECRETARY IN THE UNITED CITY OF YORKVILLE WHEREAS, THE UNITED CITY OF YORKVILLE, through its City Council,Mayor, and City staff, after careful consideration have found and deemed it necessary for the benefit of the City of Yorkville to create the positions of Administrator's Assistant and Receptionist/ Secretary; and WHEREAS, the job positions for Administrator's Assistant and Receptionist/Secretary will have the duties and responsibilities as set forth in the attached job descriptions; WHEREAS,the positions of Administrator's Assistant and Receptionist/ Secretary will greatly assist with the operational efficiency of the City of Yorkville; NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE THAT THE POSITIONS OF ADMINISTRATOR'S ASSISTANT AND RECEPTIONIST/ SECRETARY ARE HEREBY CREATED. That said positions will be directed by the City Administrator and shall work directly under the City Administrator. The job description for Administrator's Assistant is attached hereto and are made a part hereof as Exhibit "A". That the job description for Receptionist/ Secretary is attached hereto and are made a part hereof as Exhibit "B". The hiring of a person to fill the positions of Administrator's Assistant and Receptionist/ Secretary should be subject to all probationary rules and regulations as set out in the current employee manual. PASSED AND APPROVED THIS 05 DAY OF 2000. BURTON CALLMER DAVE DOCKSTADER CA 42 RICHARD STICKA MIKE ANDERSON VALERIE BURD ROSE SPEARS L, 1 Le LARRY KOT THOMAS SOWINSKI _ APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, thisQ.3 day of , A.D. 2000. ARTHUR F. PROCHASKA,JR.,WNqk RESOLUTION PASSED by the City Council of the United City of Yorkville,Kendall County, Illinois this a—day of , , A.D. 2000. Attest: -4191�CITY CLE Prepared by: Law Offices of Daniel J. Kramer 110"7A S. Bridge St. Yorkville, IL 60560 (630)553-9500 RECEPTIONIST/SECRETARY The selected individual will have a some experience in an office setting, be capable of typing a minimum of 40 wpm., and provide a pleasant introduction for the United City of Yorkville. 1. Act as primary contact for answering phones and greeting front counter with support when needed. Disburse calls, schedule building inspections and prepare messages for others. Assist customers and visitors at the front counter with water bill payments, direction, building permits, sale of maps, books and other information. 2. Count down cash drawer daily after lunch as a check and balance system. 3. Develop a thorough knowledge of the Windows Program SmartSuite including Lotus 1-2-3, and Ami Pro processing along with networking within Novell. 4. Participate in cross-training with other job functions within the department. 5. Fax the inspection appointment set-up sheet to Head Building Inspector(s) at 4:00 p.m. daily. 6. Work with the Building and Zoning Department to accurately disburse permits, maintain the permit log book, handouts, and assist as needed. 7. Keep track of copy paper, office supplies and printed material, re-order as needed approximately bi-monthly and prepare purchase orders for all required orders. 8. Type correspondence, fax press releases and work on special projects for Economic Development Coordinator. 9. Respond to all service requests for streets, streetlight outages, property standard issues and weed violations. Notify PW and/or issue required notices. Follow progress and prepare weekly up date reports. Send certified letters for violations. Contract for weed cutting and prepare �.. related billing 10. Sort and disburse mail. Open and prioritize the Mayors' and City Administrators' for immediate response. Send out mail and UPS; keep necessary supplies for all mailing sources. 11. Prepare and send out monthly billing statements. Prepare and send initial bills for legal, engineering and weed mowing on old developments only. 12. Other duties as directed by your supervisor. i A.DINMNISTRATOR'S ASSISTANT 1. Set-up, schedule and coordinate Administrator's meetings and appointments. Keep track of Mayor's schedule for Friday afternoons. 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. 2. Attend Plan Council meeting when agenda supports a meeting. Prepare agenda & distribute 48 hours prior. Prepare a sign-in sheet. Record and take meeting minutes, type and distribute. Have available at meeting copies of last meeting minutes and copies of ordinances that are applicable. 3. Act as back up for the Deputy Clerk/City Secretary as needed for preparation and disbursement of agendas. 4. 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. Prepare packets for Alderman and Mayor for each meeting the City Administrator attends. 5. 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 Administrator's appointments & distributing materials. 6. Hand deliver phone messages to Administrator periodically. 7. Field calls for Administrator whenever possible, generally taking messages so calls can be returned based on Administrator's schedule and preparation. 8. Provide secretarial support to Administrator. Typing 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. 9. Collect information, do research and/or coordinate any special projects, `-' surveys, programs and/or procedures assigned by the City Administrator. 10. Assist the City Administrator in monitoring the budget reports. 11. 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. 12. Other duties as directed by the City Administrator.