Resolution 2005-56 COUNTY OF KENDALL )
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STATE OF ILLINOIS )
RESOLUTION NO. 2005 - —'Sk%,n
RESOLUTION APPROVING THE REVISED JOB DESCRIPTION FOR THE POSITION OF
ADMINISTRATIVE SECRETARY (FORMERLY KNOWN AS "CITY SECRETARY ")
FOR THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS
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, which is attached hereto and incorporated herein as Exhibit
"A" has been recommended for the position of Administrative Secretary (Formerly Known as "City
Secretary"), 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
Administrative Secretary be adopted, and same shall replace the position formerly known as City Secretary,
and the Job Description attached hereto and incorporated herein as Exhibit "A" is hereby adopted.
This resolution shall be in full force and effect forthwith upon its adoption.
PAUL JAMES c MARTY MUNNS k
JASON LESLIE . WANDA OHARE
VALERIE BURD ROSE SPEARS
DEAN WOLFER C)� JOSEPH BESCO Ol
APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois,
this c3�'7 day ok) . A.D. 2005.
MAYOR
Page 1 of 2
PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois,
this �'� day of h- A.D. 2004.
CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville,. Illinois 60560
(630) 553 -8570
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Passed 08 -23 -05
UN 1L t' -t1) CITY OF YORKVE LE
ADMINISTRATIVE SECRETARY — JOB DESCRIPTION
Department: Administration
Reports to: City Administrator
Status: Full-Time; non - exempt
Salary Classification: General Support Staff
Position Description Overview
This position performs a variety of routine, complex, responsible, confidential, clerical, secretarial,
and administrative work in keeping official records, providing administrative support to the
departmental staff, and assisting in the administration of the standard operating policies and
procedures of the department.
Essential Job Functions
1. Relieves direct supervisor of routine administrative duties; verifies operating reports and files
for accuracy and conformance to policies and procedures; provides information on policies,
programs, and procedures to direct supervisor and /or others as assigned.
2. Acts as a backup receptionist when primary receptionist is unavailable.
3. Responds to written and oral requests for routine information. Receives telephone calls,
routing them to the proper department.
4. Enters and retrieves data and information on computer and City record management system.
Files documents, reports, invoices, and other correspondence. Maintains files and records of
a confidential nature. May be responsible for expungement, disposition and disposal of
records; may perform record and file maintenance through department- specific records
management system.
5. Performs general clerical tasks such as: faxing, copying, and collating information; typing
correspondences, forms, minutes of meetings, memos, documents, and various reports;
sorting and distributing mail.
6. Maintains and orders operating supplies.
7. Coordinates RFPs for contractor maintenance proposals for facility equipment. Tracks and
schedules equipment maintenance and repair.
8. Monitors scheduling of days off for clerical and secretarial personnel to prevent staff
shortages.
9. Maintains schedule of meetings held in City Hall conference rooms and City Council
chambers.
10. Maintains appointment calendar for City Administrator and Mayor. May maintain and
schedule appointment calendar for other staff members as requested. May maintain office
calendar regarding office activities, meetings, and various events. May coordinate activities
with other City departments, the public, and outside agencies.
11. Attends administrative meetings, takes, and prepares notes or minutes as needed.
12. Prepares agendas, information, and packets for Department Head and Staff meetings.
13. Maintains a current mailing list and executes mailings for City sponsored administrative
functions.
14. Executes daily reconciliation of cash drawer, as a check and balance system.
15. In the event of collective bargaining, maintains files relating to negotiations.
16. Other duties as assigned by the City Administrator.
Requirements
1. Independent writing and proofreading skills.
2. Ability to communicate clearly and concisely in both oral and written format.
3. Ability to understand and follow general instructions quickly and accurately.
4. Proficient ability to operate a variety of office equipment including a typewriter, word
processing (Word) and spreadsheet (Excel) software, personal computer, facsimile machine,
transcribing equipment, and 10 -key calculators.
S. Ability to type a minimum of sixty (60) words per minute.
6. Ability to maintain strict confidentiality.
7. Ability to handle cash accurately.
8. Ability to lift up to 30 pounds of supplies.
Experience and Education
1. Minimum of two (2) years of secretarial experience, preferably in a governmental setting
2. High School Degree supplemented by courses in typing and business subjects. 64 credit
hours in college level courses in business administration and/or public administration are
preferred.
3. Any equivalent combination of experience and education that provides the required
knowledge, skills, and abilities associated with this position and its essential job functions
may be considered.
4. Must successfully complete a background investigation.
I
The duties listed above are intended only as an illustration of the various types of tasks that are
required of the position. These duties are not exclusive: 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. This job description does not constitute an employment agreement between the
employer and the employee, and is subject to modification by the employer as the needs of the
employer and/or agency change, or the requirements of the position change.
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CHI 10939098.1