Resolution 2006-052 STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2006-
RESOLUTION ESTABLISHING THE JOB DESCRIPTION
FOR THE POSITION OF
PART TIME SECRETARY TO THE
BOARD OF FIRE AND POLICE COMMISSIONERS
IN THE UNITED CITY OF YORKVILLE,
KENDALL COUNTY, ILLINOIS
WHEREAS, the Mayor and City Council of the UNITED CITY OF YORKVILLE, after
careful consideration, have found and deemed it necessary for the benefit of the UNITED CITY
OF YORKVILLE to establish a Job Description for the position of part time Secretary to the
Board of Fire and Police Commissioners; and
WHEREAS, the position of part time Secretary to the Board of Fire and Police will have
the duties and responsibilities as set forth in the attached job description; and
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE UNITED CITY OF YORKVILLE THAT THE JOB DESCRIPTION FOR THE
POSITION OF PART TIME SECRETARY TO THE BOARD OF FIRE AND POLICE
COMMISSIONERS IS HEREBY ESTABLISHED AS DEPICTED ON EXHIBIT "A"
The job description for said position is attached hereto and is made part hereof as Exhibit
"A ". The hiring of a person to fill the said position should be subject to all probationary rules
and regulations as set out in the current Employee Manual.
This resolution shall become effective upon its passage.
JAMES BOCK - — JOSEPH BESCO
.o
VALERIE BURD t PAUL JAMES
J
DEAN WOLFER_ MARTY MUNNS
ROSE SPEARS JASON LESLIE
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
Day of r , A.D. 2006.
v
MAYOR
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
day of _ _ e , A.D. 2006.
ATTEST:
CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
United City of Yorkville Job Description
SECRETARY TO THE BOARD OF FIRE & POLICE COMMISSIONERS
`')ate Issued: June 8, 2006
.epartment: Police
Reports To: Records Supervisor
Status: Part -Time
Positions Supervised: None
Position Description Overview
This position is responsible for a wide variety of secretarial duties and administrative functions pertaining to the
Board of Fire & Police Commission's needs. This position also involves considerable independent judgment in
work activities.
Essential Job Functions
1. Must be available per the Board of Fire & Police Commission's schedule and needs, which includes
morning, evening and weekend hours on an intermittent/irregular basis.
2. Schedule all meetings, appointments and other events as necessary pertaining to the Board of Fire & Police
Commission's duties and responsibilities; this includes maintaining a schedule /calendar for the Board of Fire
& Police Commission.
3. Responsible for the Board's agenda and packet preparation and distribution, which includes coordination
with the Deputy Clerk for appropriate legal postings of agendas.
4. Responsible for the minute taking and timely minute distribution per City Clerk's guidelines.
Responsible for the timely maintenance (filing, organizing) of all Board of Fire & Police Commission
records.
6. Coordinate and maintain all computer records pertaining to the Board of Fire & Police Commission, which
includes data entry, preparing correspondence and other functions as necessary for the Board.
7. At the direction of the Commission, contact applicants and other agencies to assist in the testing process.
8. Responsible for proper distribution of all incoming telephone calls, mail and e -mail pertaining to the Board
of Fire & Police Commission.
9. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City
image, constructive working environment, and foster pride and professionalism in the workplace and
community.
10. Adhere to all departmental and City policies, procedures, guidelines and safety standards.
Additional Job Functions
1. Develop and maintain knowledge of City procedures, events and activities.
2. Assist the Chief of Police and Board of Fire & Police Commission in any projects and/or activities as
necessary pertaining to the Board's duties.
3. Perform other duties as required or assigned.
* * The above lists do not restrict this organization's rights to assign/reassign duties and responsibilities to this
position at any time. These lists include essential job functions, and does not prescribe, nor restrict, the tasks
that may be assigned. This position description may be subject to change at any time due to reasonable
accommodation or other reasons.
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Basic Requirements - Knowledge, Skills and Abilities
1. Knowledge of business English, grammatical construction, spelling, punctuation, arithmetic and possess a
businesslike vocabulary.
Knowledge of word processing, spreadsheet application software, basic desk top publishing and other
software programs.
3. Knowledge of legal, administrative, operational and procedural regulations and practices applicable to the
organization or assignment and/or the ability to learn them quickly.
4. Strong writing and proofreading skills.
5. Strong interpersonal skills to interact with elected and appointed officials, employees, other agencies and the
public, as well as the ability to direct work and assume responsibility.
6. Ability to operate a variety of office equipment including a typewriter, personal computer, facsimile machine
and transcribing equipment proficiently and accurately.
7. Ability to type a minimum of sixty -five (65) words per minute.
8. Ability to develop work methods and procedures with initiative and good judgment and to use
resourcefulness and tact in meeting new challenges.
9. Must maintain strict confidentiality.
10. Will assemble, organize and communicate, statistical, financial and factual information derived from a
variety of sources.
Basic Requirements - Experience and Education
1. Minimum of two (2) years secretarial experience, including relevant prior work experience.
2. High School Degree preferably supplemented by at least 60 credit hours of college level courses in business
administration or public administration and/or related subjects.
Must have successfully completed a background investigation with findings of good character and no felony
convictions.
4. Must be able to be bonded.
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