Executive Secretary

Job Title:  Executive Secretary

Department:  Macon County Board

Classification:  full-time, exempt, at-will

Reports To:  Macon County Administrator

General Responsibilities:

This position assists the Board Chairman, Administrator, Planning and Zoning and Environmental with daily tasks. This is a front line position that assists the public and answers a multiline phone system. This position also transcribes minutes, distributes and maintains records in accordance with OMA.

Responsibilities shall include but are not limited to:

  • Answer and direct phone calls for Board, Planning and Zoning and Environmental
  • Prepare board agenda and assemble board packets monthly
  • Maintain personnel records for County Board & prepare payroll
  • Distribute mail to correct office
  • Review/process invoices and deposits
  • Collect invoices from other departments for oversight approval and deliver to Auditor’s office
  • Assist in preparing County Board annual budget and tracks expenses
  • Renew liquor license annual fee
  • Record minutes for board committee meetings including; transcription and distribution
  • Review and prepare board resolutions
  • Send meeting notifications to officeholders and board members
  • Compose and distribute all correspondence, memos and letters to officeholders and the public for the Board Chairman, Committee Chairs, Board members and Administrator
  • Prepare and distribute monthly board schedule in accordance with OMA
  • Monitor board appointments, notify Chairman and update list after approval
  • Update all board members and committee members lists, distribute and update website
  • Provides ready reference information to walk in clients and phone requests
  • Keep website calendar and lists updated and distribute in accordance with OMA
  • Maintain board room calendar for county and public meetings
  • Order office and printing supplies
  • Invoice departments for mail service
  • Organize yearly food drives, flu clinics, blood drives, safety training
  • Handle duties as assigned by the Board Chairmen and Administrator
  • Attend meeting as requested, keep notes, handle correspondence
  • Assist P & Z and Environmental Departments with customer service
  • Assist with building permits and updates spreadsheets


High School Graduate or GED, college credits preferred.  A combination of education, experience, and training that provides the required knowledge, skills, and abilities.


Must possess effective organizational and communication skills, have the ability to deal with the public and to work both independently and in a team environment.  Qualified candidates will have professional telephone skills, excellent general office skills, experience with Microsoft Word, Microsoft Access, Microsoft Excel, Microsoft Outlook, and Quick Books Pro, and experience using office machines such as faxes, copiers and computers.  Preference will be given to individuals having experience in transcription or taking meeting minutes and in computer database creation and management.

How to apply

Applications can be picked up at the Macon County Board Office, 141 S. Main Room 501, Decatur, Illinois, or you can go to our website,  maconcounty.illinois.gov to print a copy of the application. Completed applications should be emailed to twilcox@maconcounty.illinois.gov  Deadline for application is March 8th by noon.