Executive Administrative Assistant

Job Summary

The Winfield Fire Protection District is seeking a detail-oriented professional for the Full-Time position of Executive Administrative Assistant. The position reports directly to the Fire Chief with the primary function of managing the business office. The position is responsible for the office support needs of the organization while seeking more streamlined, efficient, organized and effective office administrative functions. This position requires effective time management, project management skills, the ability to operate in a dynamic environment of multiple demands and responsibilities with a welcoming personality and patience when working with customers and staff.

Responsibilities

• Provide confidential administrative support to the Fire Chief and Deputy Chief including, but not limited to, drafting official and confidential materials, reports, correspondence, memoranda, ordinances, resolutions, agendas and weekly reports.
• Process accounts payable/receivables, resolve discrepancies with vendors, prepare invoices for payment approval and monitor expenditures against the budget. Fire District bank account management including, but not limited to, monthly reconciliation, budget account posting, transfers between accounts to maintain sufficient funds and provides support to the district’s annual audit.
• Process payroll, review pay rates and maintain leave records while understanding the union and collective bargaining agreements.
• Manage Human Resource functions including, but not limited to, maintaining HRIS system (Paylocity), benefits, onboarding, offboarding, maintaining confidential and specialized files and maintaining workers’ compensation records in collaboration with the safety committee. Serve as an information resource regarding department policies, procedures, standards and requirements, utilizing independent judgement and knowledge.
• Serve as recording secretary for the Board of Trustees, Board of Fire Commissioners and Pension Board, including meeting preparations, minutes, ordinances, resolutions and other municipal requirements. May require occasional evening and weekend hours.
• General office duties on behalf of the district include, but not limited to, handling incoming calls, schedule appointments, manage requests for information or assistance, order and maintain office supplies. FOIA (Freedom of Information Act) requests. All other duties assigned by the Fire Chief / Deputy Chief.

Qualifications

• High School education with additional technical training and experience. Associates or Bachelor’s Degree a Plus.
• A minimum of 5 years of progressive responsibility at a level that provides the opportunity to be proficient with various phases of office management support in office administration, including specialized work in payroll and budgeting.
• Intermediate or better proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Working knowledge of Human Resource Information Systems (Paylocity) preferred.
• All Candidates must have a valid driver’s license, successfully pass a background screening and possess a Notary Public or the ability to obtain one upon hire.

Benefits

The Winfield Fire Protection District offers a comprehensive benefit package to full time employees including: Medical / Dental / Vision, Fully Funded HSA, Pension Plan through Illinois Municipal Retirement Fund (IMRF), Deferred Compensation 457(B), Tuition Reimbursement, Employee Assistance Program (EAP), Paid Holidays / Vacation / Sick Time

How to Apply

Please submit cover letter and resume to:

Chief Steve Evans at sevans@winfieldfpd.org.

Candidates will be contacted directly for interviews. No phone calls please.

The Winfield Fire Protection District is an Equal Opportunity Employer.

Pay: $31.25 - $38.46 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person