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Administrative Lead At City of Evanston

Location: Evanston, Illinois

Job Description

Nature of Work/Essential Functions

  • Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.

This position reports directly to the Corporation Counsel. The individual in this position is responsible for assisting in planning, organizing, and directing the workflow within the Law Department. Responsibilities include calendar management, answering or routing incoming calls; providing the public and constituents with requested available information; responding and resolving incoming complaints or referring callers to appropriate staff representatives for resolution or to schedule an appointment, greeting visitors; providing other information and assistance as requested, handling claims and working with the City’s third-party administrator regarding claims intake and resolution; maintaining and operating confidential files of the department as well as additional administrative duties as assigned for the department and its divisions.

Individual must be able to exhibit strong team and customer service skills that reveals outstanding interpersonal skills and has track record of building and maintaining effective relationships with a diverse group of stakeholders including City officials, City clients, the general public, and fellow staff.
ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):
  • Assists the Corporation Counsel and other Law Department staff in coordinating a variety of complex issues including packet preparation for meeting agendas, contacts from officials, meeting/calendar coordination, status updates, and other business related issues.
  • Utilizes New World software to enter invoices, prepare reports, and other documents.
  • Prioritizes, organizes, and delegates a variety of administrative tasks, municipal procedures, practices and policies, and general office procedures.
  • Answers phone calls, responds to questions; receives and distributes mail appropriately; greets visitors; provides appropriate assistance as needed including basic administrative support such as copying, file and record management, handling of correspondence, distribution of materials, scheduling meetings and meeting arrangements.
  • Assists with responses to Freedom of Information Act requests.
  • Coordinates and processes insurance liability claims and annual insurance renewals.
  • Prepares records such as notices, minutes, resolutions and memoranda for City Council.
  • Assists the Finance Division by independently preparing reports and performing other essential duties regarding audits and claims reporting.
  • Audits and proofreads accounting reports for clerical and grammatical accuracy and conformance to departmental procedures.
  • Demonstrates and utilizes excellent listening and customer service skills.
  • Prepares and files information for accurate retrieval.
  • Prepares bills/invoices for payment and reconciles credit card.
  • Prepares certificates of insurance and assists in annual insurance renewals.
  • Performs other duties as required or assigned.
  • Serves as payroll person for department.
  • Reconciles monthly credit card statements.
  • Prepares and files information for accurate retrieval; provides other necessary administrative support to staff in the department.
Performs other duties as assigned.

Minimum Requirements

  • Must possess a High School Diploma, GED, or higher and must possess four (4) or more years of progressively responsible administrative experience. Work experience in municipal government or a law firm is preferred.
  • Possession of an Associate’s Degree or higher is preferred.
  • Possession of a Paralegal Certification is preferred but not required.
  • Knowledge, skills, and abilities in the following areas:
  • Excellent working skill and knowledge of computers, including networked files, word processing, spreadsheet, database applications, and software including, but not limited to, Microsoft Office (Word, Excel, Outlook, Power Point, etc.), Google, and Adobe Acrobat Professional.
  • Ability to establish and maintain effective working relationships with a diverse group of customers and staff throughout the city and outside of the organization.
  • Ability to take sufficient notes at meetings from which to prepare an accurate record of events.
  • Ability to work independently without close supervision and work in a collaborative manner to accomplish the mission of the department.
  • Ability to maintain confidential information in a mature and responsible manner.
  • Ability to enter data, access, retrieve, and compile information from the computerized system and operate basic office equipment including; telephone, fax machine, personal computer, calculator, copy machine, computer printers, forms, etc.
  • Ability to multi-task various duties and responsibilities; ability to manage stressful situations and to get along well with others.
  • Ability to read, understand and interpret manuals, ordinances, policies and procedures, statutes, rules, regulations, journals, newspapers, memos, letters, reports, financial reports and legal documents.
  • Careful attention to detail, organizational ability, and punctuality.
PHYSICAL REQUIREMENTS OF WORK:
Ability to work primarily in a sedentary position occasionally using force to lift, carry or otherwise move objects normally found in an office setting.

Employee is subject to inside environmental conditions, protection from outside weather, but not necessarily from temperature changes.

Additional Information

SUPERVISION:
Work is performed under the general direction of the department head or division manager. The individual has contact with other division and departmental staff at all levels, and uses the necessary resources in other departments and divisions. Work is assigned through general goals and objectives set by the Department and overall City management. The employee is responsible for prioritizing work tasks, and for identifying and utilizing the appropriate resources to resolve a problem or situation and/or research and analyze specific data. Performance is reviewed through observation, completion of projects, status reports, conferences and meetings. Guidance is provided through the City code, departmental policies, city operating practices and procedures, and other resources as applicable to the specific project assigned. Work is evaluated at least annually, with respect to problem solving, customer service, research and analytical skills, written and verbal communication skill, and performance in accordance with this classification standard.

PUBLIC CONTACT:
The Employee has regular and frequent contact with division and department employees, other City employees, the general public and elected officials.

SELECTION METHOD

Qualifications Assessment

Structured Oral Interview

Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.

The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204.