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Administrative Secretary

Company: Village of Schaumburg
Location: Schaumburg
Posted on: June 22, 2022

Job Description:


Human Resources Department

101 Schaumburg Court, Schaumburg, IL 60193

The Village of Schaumburg is a thriving community of 78,732 residents located 12 miles west of O'Hare International Airport and approximately 26 miles northwest of Chicago. Not only is Schaumburg the twelfth-largest community in the State of Illinois, but it is also home to the second-largest concentration of retail, office, and commercial activity. Notable village distinctions include being named one of the "Top Ten Best Places to Live" by Money Magazine; being ranked No. 5 overall in WalletHub's "Best Illinois Cities for Jobs"; and receiving the Distinguished Budget Presentation Award from the Government Finance Officers Association for meeting the highest principles of governmental budgeting for the seventh consecutive year.

The village employs approximately 600 employees in 12 departments, including police, fire, engineering and public works, communications, community development, cultural services, economic development, finance, general government, human resources, information technology, and transportation. Our employees work to serve the residents and strive to make Schaumburg the best community it can be.


Administrative Secretary (Fire Department) with an online application deadline of 07/10/2022.

Interested candidates are encouraged to apply as soon as possible. Interviews will be conducted as applications are received. This position will remain open until filled.

STARTING PAY RATE: $28.74 - $31.98 per hour based on a 40-hour workweek. Salary dependent on qualifications. The salary range for this position is $28.74 - $41.69

Please attach as part of your application all necessary documents verifying that you meet the minimum qualifications for the position.


This position performs a wide range of administrative and office support activities for the department and/or managers to facilitate the efficient operation of the organization. Responsible for the day-to-day operations of the department including setting up and maintaining various file systems, scheduling appointments for the department director as needed and handling inquiries and concerns from the general public and other departments.

To succeed in this role, applicants will need to effectively and clearly communicate to a full range of people inside and outside the organization, prioritize multiple projects, and organize time and resources efficiently. We are looking to add a team member with the capacity to understand and be sensitive to the feelings of others.


1. Processes Fire Department payroll.

2. Assists in the preparation of information and materials relating to the department's annual budget; enters, reviews, coordinates and approves all requisitions/purchase orders for appropriateness, completeness and compliance with approved budget; initiates and prepares budget reallocations and change orders as needed. Monitors all department budget expenditures.

3. Tracks all Fire Department performance appraisals to make sure they are completed in a timely manner and also creates probationary performance appraisals for new employees. Creates personnel changes for approvals including compensation changes, positions changes, retirements, terminations, and promotions. Also creates job requisitions for vacancies when needed.

4. Schedules and coordinates meetings, appointments, and travel arrangements for the Fire Chief and maintains his/her calendars. Compose letters, memorandums and other correspondence for the Fire Chief. Enter all travel requests for all Fire personnel and approve mileage requests.

5. Acts as intermediary for the Fire Chief, regarding internal and external contacts. Handles complaints, inquiries, and requests independently and as directed by the Fire Chief in an efficient and confidential manner.

6. Handles all Quartermaster requests. Distributes merchandise and tracks back orders for department personnel and processes payments.

7. Establishes and maintains all files (confidential and non-confidential). Handle retention and disposal of Fire Department records. Record NIMS on-line classes in employees' learning history village-wide. Approve department personnel career development and computer class requests. Maintain and update department manuals, work procedures, department forms, general orders, standard operating procedures, accreditation documents and village codification. Maintain and update department manuals, work procedures, department forms, general orders, standard operating procedures and village codification.

8. Prepares Fire Department's agenda items for Public Safety or other standing committee meetings.

9. Orders Custodial Supplies and schedules appliance repairs for five fire stations.

10. Performs other duties as assigned.


1. Education equivalent to a high school diploma.

2. A minimum of five years of experience as a secretary in a public or private office with sound administrative work experience and responsibility.

3. Considerable experience in office systems including computer software and telephone systems.

4. Proficiency with current computer software systems, including email, calendar programs, job specific software, and customer service systems preferred or within the first six months of employment.


The Village of Schaumburg has a competitive benefit package which includes: flexible benefit Section 125 plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, a retirement plan through the Illinois Municipal Retirement Fund, paid holidays, paid vacation, sick leave, tuition reimbursement, and more.


Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications. Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen.


Keywords: Village of Schaumburg, Schaumburg , Administrative Secretary, Administration, Clerical , Schaumburg, Illinois

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