Appointment and supervision: The Administrative Assistant is appointed by and reports to the Village Manager and accepts direction from the Office Administrator/Clerk. The Administrative Assistant functions support the daily operations of the Village Office as well as the Office Administrator/Clerk, the Village Manager, and Department of Public Works Director.

Responsibilities and Duties: The responsibilities and duties of the Administrative Assistant provide support for the daily operations of the Village Office and may include, but are not limited to, the following functions:

Administrative Assistant

Respond to Village residents, business owners, visitors, suppliers and contractors either in person, by telephone, fax, email or written communication.

Answer telephones and direct calls as appropriate.

Open and distribute mail.

Refer or direct to appropriate resources.

Coordinate and maintain updates to Village website.

Coordinate and maintain updates to Social Media presence of the Village.

Coordinate and manage specific communication of the Village as directed by the Village Manager

Provide support to the Office Administrator/Clerk, the Village Manager, Village Council members, Village employees and Village Treasurer.

Assist with accounts receivable and accounts payable.

Receive and process tax payments.

Receive and process water and sewer payments.

Prepare and execute bank deposits.

Balance the cash drawer daily.

Receive, prepare, copy, distribute and file correspondence, reports and records.

Maintain files and records.

Obtain incoming mail and deliver outgoing mail to the Post Office.

Assist in the preparation and distribution of utility billings, shut-off notices, shut-off orders and reconnection requests.

Assist in the receipt, processing and issuance of permits.

Receive and assist in processing requests for variances, rezoning, site plan review and conditional use permits.

Perform routine clerical duties, including typing letters, envelopes, documents and forms.

Direct inquiries, complaints, questions and comments to the appropriate employee when necessary.

Assist in preparation of agendas and documents for Village Council, Planning Commission, Corridor Improvement Authority, Parks Board, and other government entities.

Assist in providing computer data entry.

Other duties as assigned by the Village Manager.

Qualifications

Education: High School graduate with coursework in business, marketing, communication or an equivalent.

Experience: One year of office or business experience with a business, nonprofit organization or local government entity

An associate degree or greater may be substituted for relevant experience.

Other requirements:

Personal computer proficiency in Microsoft Word, Excel and Outlook

Familiarity with PowerPoint, social media, Internet, Canva

Experience with telephone systems, copiers, fax, @typewriter/keyboard (minimum of 35 wpm), cash register, calculator and other office equipment

Experience in handling cash and checks

Optional: credit card and electronic fund transaction experience

Social Media, Canva, and Website Management

Good verbal communication skills

Decision-making and critical thinking experience

Optional additional experience:

BS&A accounting software or equivalent accounting software

Municipal policies, procedures and regulations

Notary Public certification

Ability to be bonded

Village of Brooklyn

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