Salary: $57,049.72 - $72,841.60 AnnuallyLocation : Champaign, ILJob Type: Full TimeJob Number: ADMIN ASST FIN SEPT 2024Department: FinanceOpening Date: 09/12/2024Description Are you a highly organized and detail-oriented professional with a knack for multitasking? Join the Finance Department as an
Administrative Assistant and play a crucial role in supporting the Finance Department's daily operations.
Responsibilities of PositionAlong with another Administrative Assistant, the person in this position is integral to keeping the Finance Department running smoothly and efficiently. They are motivated, dedicated, and capable of juggling a variety of tasks and delivering stellar customer service at the same time. They process accounts payable and payroll and assist with Freedom of Information Act responses for the Finance Department. The Administrative Assistant supports City Council by attending meetings semi-monthly and transcribing the minutes. They provide notary services for official City documents, proofs and formats documents, maintains records, and coordinates meetings/special events. The schedule for this position is 8 am to 5 pm Monday through Friday with the ability to semi-monthly attend City Council meetings on Tuesday evenings from 6:45 pm until the meeting concludes.
Required Qualifications•High school graduate or equivalent supplemented by business course work and training.•Extensive administrative support or secretarial experience requiring accuracy, confidentiality, and discretion.•An equivalent combination of work experience and education that demonstrates the required knowledge, skills, and abilities will be considered.•Demonstrated proficiency with Microsoft Office Suite software programs.•Ability to obtain and maintain registration as a Notary Public in the State of Illinois.
Preferred Qualifications•Associate degree or certification as an administrative professional.•Experience with using computer programs and financial systems for accounting, document management, or similar functions.•Experience with Microsoft Power Point and Publisher, and PDF documents.•Experience transcribing dictation.•Experience with meeting the requirements of the Freedom of Information Act.•Excellent customer service skills.Drug screening and criminal background check will be required. The annual starting salary range is $57,050 - $64,945, DOQ, plus an excellent fringe benefits package.
Applications must be submitted online no later than Sunday, September 29, 2024. Other Information The City of Champaign is an Equal Opportunity Employer. Women, minorities and individuals with disabilities are encouraged to apply. The City of Champaign is committed to promoting a work environment and a community that values and supports diversity and inclusion.
Contact the Human Resources Department at (217) ###-#### Monday through Friday from 9 a.m. to 4 p.m. if you require an accommodation to complete this application or during any phase of the application, interview, or employment process.The following locations offer free Internet access and assistance: Champaign Public Library, the Illinois WorkNet Center and the City of Champaign City Building.
Our mission is to provide responsive, caring, cost-effective service in partnership with our community.These values guide our work:
Personal IntegrityWe act in the best interests of the CityWe behave in an ethical and legal mannerWe are open and honestWe follow through on commitmentsWe are loyal to the City
ResponsibilityWe anticipate issues, problems, and opportunitiesWe take initiativeWe act to prevent and solve problemsWe take responsibility for the outcome of our actions and decisionsWe hold ourselves and others accountable
RespectWe treat others in a fair, courteous, and equitable mannerWe actively listen and seek understandingWe provide a direct responseWe embrace ethnic and cultural diversity in the community and our workplaceWe are positive and cooperativeWe are willing to apologize
TeamworkWe know and respect our roles and responsibilitiesWe ask who needs to be involved and we involve others appropriatelyWe define and agree upon the goalsWe collaborate to achieve organizational goalsWe help others accomplish their goalsWe share authority, responsibility, and credit
ResultsWe take pride in our workWe complete assignments and projects on time and within budgetWe evaluate outcomes and seek feedback on our performanceWe learn from our mistakesWe innovateThis position is classified as Non-Bargaining Unit Non-Exempt.
HEALTH INSURANCEThe City offers employee's a robust Health Alliance HMO plan.The City of Champaign pays up to $580 of the employee (single) health insurance premium and 50 percent of the dependent premium for continuous full-time employees or 25 percent of the dependent premium for continuous part-time employees. Premiums for single employee coverage above $580 per month are shared by the employee and the City. For the 2024/2025 plan year, NBU employees contribute 1.2017 percent of their salary for the HMO plan. Premiums may be made on a pre-tax basis, through the City's Section 125 plan. Health insurance coverage begins on the date of hire and ends effective the date of employment separation.Rates are available under the Fringe Benefit Summaries section on the City's website at
DENTAL AND VISION INSURANCEEmployees may purchase dental and/or vision insurance through payroll deduction. Employees pay 100 percent of the monthly premium for this coverage. Premiums for dental and vision insurance may be made on a pre-tax basis, through the City's Section 125 plan. Dental and vision insurance begins after waiting for one complete calendar month (e.g., if hire date is in the month of January, coverage begins on March 1st). The dental plan has two options: Delta Dental Network Low Plan (PPO) and Delta Dental High Plan. Vision insurance is provided by EyeMed.Rates are available under the Fringe Benefit Summaries section on the City's website at
LIFE INSURANCEThe City provides a $25,000 term life insurance policy for full-time non-bargaining unit non-exempt employees and a $13,000 policy for part-time employees. Employees may elect to purchase voluntary supplemental life insurance for themselves up to 5x their annual salary or $500,000 (whichever is lower), through payroll deduction. Employees may also purchase term life for their spouses/dependents.•Employee voluntary supplemental life insurance coverage can be purchased in $10,000 increments and the price is calculated based on the employee's age. •Employees may purchase voluntary supplemental life insurance for their spouses up to half the amount purchased for themselves in $5,000 increments. Cost is calculated based on the employee's age.•Employees may purchase voluntary supplemental life insurance for their dependent children in the amount of $10,000 for any/all eligible children. •Employees may purchase Basic Life Insurance for their spouse and eligible dependent children. o Option #1: $3.60/month for $10,000 for spouse and $5,000 for any/all eligible children.o Option #2: $1.80/month for $5,000 for spouse and $2,000 for any/all eligible children.
PENSIONIllinois state law requires that eligible municipal employees be covered by the Illinois Municipal Retirement Fund (IMRF). Employee contributions to IMRF are 4.5 percent of salary and are tax-deferred. For 2024, the City contributes 6.46 percent of eligible employee's salaries to IMRF. In addition, IMRF members are covered by Social Security (FICA). Obtain additional information by contacting IMRF at 1-800-ASK-IMRF. Employees are eligible to contribute additional funds to IMRF through Voluntary Additional Contributions. Contact HR for details.
RETIREMENT HEALTH SAVINGS (RHS)A retirement health savings plan administered by the Mission Square Retirement Corporation has been established for NBU employees. NBU employees participate in a mandatory contribution of 1 percent of pre-tax salary into an RHS investment account. This account is available for use by the employee at retirement or separation of service. Eligible uses of the funds include medical expenses such as health insurance premiums, dental/vision expenses, coinsurance, and co-pays for employees, spouse, and/or dependents. Note: Upon separation, a mandatory 50 percent of accrued vacation, compensatory and payout-eligible sick leave will be contributed to your RHS balance.
HOLIDAYS New Year's Day Martin Luther King, Jr.'s Birthday Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Christmas Day
PERSONAL LEAVEAt the beginning of each fiscal year July 1st, continuous full-time employees are credited with three personal days (24 hours); personal days are pro-rated for continuous part-time employees. Personal leave may not be accumulated and carried over into the next fiscal year. Personal leave during the first year of employment varies based on the date of employment.
VACATIONVacation accrual rates are based on years of service and pro-rated for part-time employees. Vacation may be taken after six months of employment. Requests for leave to be taken during the initial six months of employment must be approved by the employee's supervisor and may be permitted through a combination of personal leave, unpaid leave, flex time, and/or compensatory time.
SICK LEAVEContinuous full-time employees accrue sick leave at the rate of 3.69 hours per pay period (approximately 1 day per month); sick leave accrual is pro-rated for continuous part-time employees. The maximum accumulation of sick leave is 1,200 hours.
LONGEVITY PAYEmployees receive longevity pay based upon their years of continuous employment with the City. Longevity pay is an addition to the employees' base wage rate.
CREDIT UNIONEmployees may join the Credit Union I. Payroll deduction for savings and credit union loan payments are available as well as a deduction for a savings bond program and Christmas Club. Additional information can be obtained by contacting the Credit Union directly at (800) ###-####.
DEFERRED COMPENSATION PLANThe City of Champaign offers employees the opportunity to participate in a tax-deferred annuity plan of the Mission Square Retirement Corporation through payroll deduction. This is an optional plan with no City contributions. More information may be obtained by contacting Client Services (1-800-###-####).01 Please check the option below that best describes your educational background:
- High school diploma or equivalent supplemented by business course work and training
- Certification as a professional secretary
- Associate degree
- Bachelor's degree or higher
02 If you selected Associate degree or higher above, please specify the major and/or minor field. If you possess certification as a professional secretary, please provide the certification name and the name of the issuing agency. For education of high school diploma or equivalent, please describe your business coursework and/or training or your equivalent combination of experience and training which demonstrates the required knowledge, skills and abilities. 03 Please describe your experience providing professional administrative work to a team of professionals requiring critical thinking, project support, communication, tracking, and organizational skills. 04 Select from below the areas in which you have professional administrative work experience. Select all that apply:
- Processing accounts payable
- Processing timesheets
- Proofreading documents
- Maintaining paper and electronic records
- Coordinating meetings/special events
- None of the above
05 Describe your experience in each of the areas selected above. Enter N/A if you selected None of the above . 06 The schedule for this position is 8:30 am. to 5 pm, Monday through Friday with semi-monthly council meetings that you will be required to attend starting at 6:45 and continuing until the meeting concludes. You would have the ability to flex those additional hours on the following Wednesday morning. Are you available to work this schedule?
07 Do you posses or do you have the ability to obtain post-hire, registration as a Notary Public in the State of Illinois and maintain this registration throughout the duration of your employment in this position?
08 For each of the Microsoft Suite programs listed below, describe your experience working with that or a comparable program. Be sure to provide specific examples on your use of each, specifically, the use of any advanced functions that will help us to assess your skill level. For example, in Word: describe your experience with mail merges, imbedding information, formatting, etc. Enter N/A if you have no experience in any of these areas.Microsoft Word or comparable word processing program. 09 Microsoft Excel or comparable spreadsheet program. 10 Microsoft PowerPoint or comparable presentation program. 11 Microsoft Publisher or comparable publishing program. 12 Please list the commercial names of any computer database programs or financial systems you have used and the primary purpose of the software: (For example, Financial/Accounting Software such as: SAP, Tyler Munis, SunGard/Superion, Banner, PeopleSoft, New World, etc., Document Management Software such as Impress, eFileCabinet, etc). Enter N/A if you have no experience with complex database programs. 13 Please describe your experience in creating, redacting and editing PDF documents, including fillable forms. Enter N/A if you have no experience. 14 Select from the options listed below the ways in which you have experienced delivering customer service. Check all that apply:
- In person
- Telephone
- Email
- None of the above
15 Select from the options listed below the types of customer service you have experience providing. Check all that apply:
- Answering questions
- Providing instructions
- Directing callers
- Assisting disgruntled customers
- None of the above
16 Please describe your experience with meeting the requirements of the Freedom of Information Act. Enter N/A if you have no experience. 17 Please describe your experience with verbatim or non-verbatim transcription. Enter N/A if you have no experience. Required Question