Administrative Assistant Information Technology (Part-time)

The Village of Tinley Park is a vibrant, progressive community that is known to be the 20th-largest city in Illinois and the 14th-largest city in Metropolitan Chicago.  Located in the fast-growing Interstate 80 corridor, with a residential population of over 56,000 residents, along with more than 2,000 businesses, this eclectic community continues its wave of growth and prosperity from a historic neighborhood to a driving corporate and commercial center in the Chicago south suburban region.  With a spirited arts and culture scene, a wide selection of indoor and outdoor entertainment options, a dazzling and lively downtown area, as well as innumerable parks, bike trails, and plazas, the Village of Tinley Park aims not just to serve the community, but serve it well.  

We currently seek a talented & motivated individual to support of our Information Technology Department serving in the role of Administrative Assistant on a Part-time basis to provide comprehensive administrative and clerical office support to the Information Technology Department.
This role will be primarily responsible for providing general administrative support as directed to support IT office operations including but not limited to calendar management, general office administration, and procurement policy administration. Will coordinate and schedule multi-departmental meetings, project meetings, vendor meetings, and other meetings, as well as, prepare a wide variety of documents including general correspondence, ordinances, resolutions, and meeting packets. Will assist with the preparation and completion of departmental forms, applications, contracts, other required documents. Gather, compile, and organize information for reports and departmental documentation. Answer and screen telephone calls, route inquiries to appropriate staff, and respond to general questions related to departmental operations.  

This position will perform general office support duties (copying, filing, collating, document distribution), process departmental mail, and other administrative tasks. Coordinate ordering of office supplies and equipment servicing, including maintaining office supply inventory levels.  Establish, organize, and maintain general and confidential departmental filing systems and records in accordance with records management practices to ensure accurate recordkeeping and accessibility.  Coordinate departmental procurement and invoice management. Track and monitor service contract timelines and contract renewals to support uninterrupted department operations.

In addition, this position wil lcreate and submit departmental purchase orders in coordination with contract approvals ensuring compliance with procurement policy.  Gather, maintain, and submit required documentation to support IT purchases.  Review, process, and track departmental invoices ensuring timely submission to finance for payment.  Research and resolve outstanding invoice issues. Obtain competitive pricing and secure a minimum of three vendor quotes for purchases exceeding $3,000 in accordance with procurement policies. Performs data entry and maintain accurate information across multiple departmental systems and databases.

A High School diploma or GED equivalent with a minimum of one (1) to three (3) years of experience in an office environment and a valid driver's license is required.

The ideal candidate will have knowledge of general office practices and procedures, including filing systems, standard clerical procedures and office operations, types of office filing systems and the use of common office equipment such as computers, fax machines, and copiers and English grammar, punctuation, and spelling, business formatting of documents, and proofreading material to make all necessary corrections.  Skills needed are excellent customer service, communication (both verbal and written), and interpersonal skills and the ability to follow written and oral instructions.  This person will utilize Microsoft Office Suite applications such as Microsoft Word, Outlook, and Excel, create and establish operational records, exercise judgment in the application of prescribed procedures and methods of routine matter, establish effective working relationships, read, interpret, and apply rules, laws, and procedures and maintain a professional attitude and physical appearance appropriate for daily public contact and be consistently present with advance notification of absences.