General Summary

Serves as Executive Assistant to the Mayor, assisting in fulfilling their responsibilities, including maintaining and processing confidential personnel information, and acts as a liaison between the Blue Island Community, Mayor, City Council, and City Administrators. This includes high proficiency in shorthand, transcription, and written and oral skills.

Knowledge, Skills and Abilities

The requirements listed below are representative of the knowledge, skill and/or ability required. This includes high proficiency in shorthand, transcription, and written and oral communication skills. The position requires:

• Advanced proficiency in word processing, spreadsheets, file management, and publishing applications, including document creation. Knowledge of Robert’s Rules of order is preferred.
• Proficiency in creating, maintaining, and supervising an office management filing system.
• Proficiency in frequently handling the more difficult telephone calls, resolving the more difficult problems posed, calming and/or diffusing the anger or frustration of the callers.
• Ability to make independent decisions that are in the city’s best interest.
• Proficiency in initiating, developing, and managing projects through completion.
• Proficiency in preparing and maintaining accurate records, including management of information subject to audit.
• Proficiency in the operation of basic maintenance, repair, and adjustment of office equipment, including troubleshooting equipment problems and arranging for their repair.
• Proficiency in establishing and maintaining positive human relations, including contact with staff, and the public in a decision-making role. Must engage in communications involving general correspondence, meeting notices, memos, letters to staff members, letters relating to City Council action, and letters to legislators.
• Proficiency in maintaining confidentiality and managing confidential personnel information such as personnel files and staff evaluations.
• Other duties as assigned.
• Bilingual in Spanish preferred

Key Responsibilities and Duties

• Meet and greet visitors to the office and appropriately respond to the nature of the visits.
• Answer and make telephone calls, take messages, respond to routine questions, route to appropriate persons, make reservations and schedule appointments.
• Assist with and maintain calendars and schedules of appointments.
• Prepare and distribute correspondence, letters, memos, minutes, files, records, reports, charts, purchase orders, requests for payments, etc.
• Take and transcribe notes for record-keeping, reports, and correspondence
• Maintain accurate files, records, manuals, and accounts related to the functions of the Mayor’s office.
• Manage & coordinate liquor license renewals. Maintain Liquor License files. 
• Prepare administrative evaluations.
• Prepare salary proposals.
• Maintain confidentiality of sensitive information and materials, including that which pertains to personnel matters.
• Prepare a calendar and agendas for administrative meetings.
• Open and appropriately process/distribute mail.
• Coordinate and schedule events and use of facilities
• Facilitate the effective operation of the Mayor’s Office.
• Prepare agendas and supplementary information for all city council meetings, including distribution of public items as designated.
• Assist Clerk’s office as needed.
• Attend & prepare an agenda for weekly staff meetings.
• Provide monthly correspondence to area elected officials. 
• Type city council correspondence.
• Assist with registration, itineraries, and logistics for attendance at workshops and conferences.
• Assist with processing Statement of Economic Interest for staff and officials. 
• Coordinate, assist, and attend other special events for the City of Blue Island as assigned. 
• Assist the administration in updating the Personnel Policy handbook as needed.
• Prepare/File/Distribute adopted policies as designated by the Mayor or City Council Action. 
• Provide newspaper notices, as required.
• Assist local media representatives with informational needs from the city.
• Produce, disseminate, and file the Mayor’s weekly newsletter to the City Council.
• Complete various reports mandated by Federal, State, and Local agencies, collecting supporting data and coordinate with other departments.
• Notarize legal documents, as needed.
• Maintain an event calendar for all events with the city and work with departments as needed.
• Provide a regular review of website and send updates and corrections to appropriate staff. 
• Periodical review and disposal of obsolete files and records on a regular basis working with the City Clerk’s Office. 

Education and Experience Requirements

• A high school diploma is required. An associate degree with five years of Executive Administrative Assistant/Office Management experience is preferred.
• Notary Public Certificate is preferred.

How to Apply

To be considered for this position applicants should complete a job application and include a resume, cover letter and three references to: Fred Bilotto, Mayor, City of Blue Island, 13051 Greenwood Ave, Blue Island, IL 60406 or fbilotto@cityofblueisland.org with the subject Executive Assistant – Mayor’s Office. NO PHONE CALLS PLEASE 

The City offers a competitive benefits package including health, dental and vision insurance, IMRF, life insurance, and other optional programs.

The City of Blue Island is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, ethnic, or national origin, or any other status protected by State and Federal Law.