Resolution 1998-01 STATE OF ILLINOIS )
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COUNTY OF KENDALL )
RESOLUTION NO. 98-/
RESOLUTION APPROVING REVISED JOB DESCRIPTION FOR POSITION OF
SECRETARY TO CITY ADMINISTRATOR
WHEREAS, it is important for the CITY OF YORKVILLE to maintain job descriptions
for the various positions within the CITY, and
WHEREAS, a revised job description has been recommended for the position of
Secretary to the City Administrator, recently vacated, 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
dated January 22, 1998 for the position of Secretary to the City Administrator by adopted.
PASSED AND APPROVED thisaaaay ofCl/ 1998
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ATTEST:
CITY CLERK
SEAL
R-SECADM
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SECRETARY TO CITY ADMINISTRATOR
JOB DESCRIPTION
The City of Yorkville is an equal opportunity employer. The selected individual will
have a minimum of two years secretarial experience and be capable of typing a
minimum of 40 wpm. She/he will. be responsible for providing secretarial support to
the City Administrator as well as other duties which include but are not limited to
the following:
I. Set-up, schedule and coordinate Administrator's meetings and appointments.
Printout next days appointment calendar late each day to be reviewed by
Administrator.
2. Provide secretarial support to Administrator. Typing correspondence,
memos and other materials as needed, copy to file, and to others per
Administrator's request.
3. 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. Take phone
messages in to Administrator when not picked up for a while.
4. Answer phones, prepare messages for others. Field calls for Administrator
whenever possible, generally taking messages so calls can be returned based
on Administrator's schedule and preparation.
5. Prepare packets for the many meetings the Administrator attends each week,
pulling files for the specific material (ordinances, correspondence, developers
materials, etc.) he will need. Include copies of the appropriate agenda.
6. Attend Planning Council meeting twice each month. Record and take
meeting minutes, type for distribution. Prepare agenda & distribute 48 hours
prior, and also prepare sign-in sheet. Have available at meeting copies of last
meeting minutes and copies of ordinances that are applicable.
7. Responsible for 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. Contract for
weed cutting, and prepare related billing.
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Secretary to City Administrator Job Description-Page 2
8. Type correspondence for Economic Development Coordinator.
9. Keep track of copy paper, office supplies and printed material, re-order as
needed approximately bi-monthly and preparing purchase orders for all
required orders.
10. Count down the cash drawer at close of day, put in safe at 4:30 PM.
11. Fax the inspection appointment set-up sheet to Head Building Inspector at
4:00 PM daily.
12. Do daily computer back-up.
13. Participate in cross-training with other job functions with-in the department.
14. Develop a through knowledge of the Windows Program Smart Suite
including Lotus 1-2-3, and Ami Pro processing along with networking within
novell.
15. Other duties as directed by the City Administrator.
Rev.01/22/98 SEC-JOB