Executive Secretary

Job Title: Executive Secretary to Macon County Board, Chairman of the Board & County Administrator & Administrative Assistant to County Planning & Zoning and Environmental Management Departments

Responses: Due by August 3, 2022

Department:  County Board

Position:  Exempt

Reports To:  Macon County Administrator & Director of Planning & Zoning & Environmental Management

Responsibilities include but are not limited to:

  • Answer & direct phone calls in the County Board, Planning & Zoning, and Environmental Management offices
  • Provide information, handle citizen inquiries & answer general questions at front counter
  • Open, review & distribute mail. Compose and distribute all correspondence for the Board Chairman,  County Administrator, County Board members & Planning & Zoning and Environmental departments
  • Perform all general office duties as directed to include database management and record preparation and management of various reports and spreadsheets such as several databases on permits, complaints, rezoning, special use permits, variances and preparing reports on investigations made on various permits, complaints, inspection and enforcement activities violations. This includes intimate knowledge of Excel, Word, Power Point, Fike and Fike System, and County’s GIS Mapping System.
  • Maintain adequate supply inventories
  • Handle payroll & maintain personnel records for County Board, IT, P&Z and Environmental Management Staff by inputting and monitoring attendance records and record time sheets
  • Process Accounts Payable invoices and deposits with account coding, tracking and approvals. Process payments for general ledger for Planning & Zoning and maintain current spreadsheets for ongoing tracking & verification that payments are current and the building permits are adhering to schedule
  • Review building permits and research zoning and owner information before submitting to Director & assist with building permits which includes maintaining computerized tracking as well as processing and filing
  • Collect invoices from departments for oversight approval, obtain signatures & deliver to Auditor’s office for payment. Invoice departments for mail service.  Assist in preparation of County Board Annual Budget.
  • Assist in organizing and scheduling for recycling events
  • Check Suggestion/Comment Boxes on all floors weekly
  • Handle yearly renewal fee notifications to Liquor License holders
  • Prepare weekly Macon County Board Schedule and distribute to media, officeholders, and department heads in accordance with IL Open Meetings Act
  • Distribute agendas and minutes for various boards as they are received
  • Monitor Appointments of the Board, send correspondence regarding appointments, notify Board Chairman of upcoming expirations, and update list after County Board approval.
  • Prepare an annual list of regularly scheduled County Board & Committee Meetings, distribute and post in accordance with the IL Open Meetings Act. Maintain website calendar & calendar of Committee & Board annual and periodic responsibilities
  • Update lists of County Board Members, Committee Members, and Sub-Committee Members and distribute when revisions made.
  • Conduct research on issues when other counties request best practice
  • Organize yearly flu clinic, blood drives, safety training
  • Maintain county board room schedule for public and county meetings.
  • Send reminder notices each month to officeholders for agenda item submissions to ensure the 48 hour deadline for submitting & posting agendas is met
  • Prepare committee and sub-committee agendas, distribute to the media/officeholders, and post in accordance with the IL Open Meetings Act
  • Attend, record, and transcribe minutes for County Board committees, Zoning Board of Appeals, Regional Planning Commission, Mitigation Meetings and others as directed. Serve as Acting Secretary for Rural Transit Advisory Board, Public Aid Committee, Ethics Committee  (This may include evening obligations)
  • Review board resolutions distributed by departments at committee meetings, edit board resolutions in accordance with committee action, and prepare final board resolutions for  the monthly board agenda packet
  • Prepare board agenda and assemble board packets monthly.

Education

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

 Requirements

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 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

Responses due by August 3, 2022.  Responses can be sent via email to jdurham@maconcounty.illinois.gov or dropped off at the front counter in the County Board office located on the 5th floor of the County Office building 141 S. Main St. Suite 501 Decatur, IL 62523.

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