Deputy Supervisor / Office Administrator

Deputy Supervisor / Office Administrator Job Description

Position Title

Deputy Supervisor / Office Administrator

Location

Harlem Township

Employment Type

Permanent Full-Time

Compensation & Benefits

• Competitive salary
• IMRF retirement benefits
• Health insurance coverage
• VacationPosition Summary

Harlem Township is seeking a highly organized, detail-oriented, and professional individual to serve as Deputy Supervisor / Office Administrator. This position is responsible for overseeing the daily administrative and operational functions of the township office while ensuring efficient coordination between departments and maintaining excellent service to township residents.

The ideal candidate will possess strong communication and organizational skills, experience working within a government office environment, and proficiency in financial and administrative systems.

Minimum Qualifications

• Strong communication and interpersonal skills
• High attention to detail and organizational ability
• Proficiency with Microsoft Word and QuickBooks
• Ability to manage multiple projects, deadlines, and reports simultaneously

Essential Duties and Responsibilities

Administrative & Operational Management

• Oversee daily township office operations
• Coordinate communication between the Supervisor, Highway Department, and Assessor’s Office
• Ensure compliance with township policies and procedures
• Maintain efficient administrative workflows

Financial & Recordkeeping Responsibilities

• Process payroll and maintain payroll records
• Administer IMRF pension and health insurance documentation
• Manage accounts payable and accounts receivable
• Perform bank reconciliations
• Maintain accurate financial ledgers and records
• Assist with quarterly and annual audits
• Prepare and submit required yearly reports
• Support budget preparation and monitoring

Board & Government Support

• Prepare agendas and materials for monthly Board of Trustees meetings
• Draft resolutions for board consideration and adoption
• Attend monthly Board meetings and provide administrative support
• Maintain official records and documentation

Parks & Community Services Administration

• Manage township park operations
• Coordinate shelter rentals and baseball diamond leasing
• Process dog park tag registrations
• Serve as a liaison between township residents and township departments

Knowledge, Skills, and Abilities

• Strong understanding of municipal or township office operations
• Ability to handle confidential information professionally
• Excellent written and verbal communication skills
• Strong multitasking and time-management abilities
• Ability to work independently and collaboratively

Work Environment

This position operates primarily in an office environment with regular interaction with township residents, government officials, and departmental staff. Attendance at monthly evening Board meetings may be required.

Please email a resume with an interoffice cover letter to harlemtownship@harlem.town

Applications will be accepted Friday May 22, 2026, through Monday June 1st, 2026.

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person