Overview
Office Assistant/Admin Jobs in Buffalo Grove, IL at Infosoft
Great people are our most important asset and are essential to fulfilling our mission. MTD is committed to our community and we are looking for people who share our passion for service and enhancing the mobility of our riders. Salary, wage, and benefit packages are designed to be competitive and attract and retain a highly qualified and motivated workforce.
COMPENSATION PACKAGE
$ 23.26 – $29.07 hourly
Medical and Dental/family coverage – Employee pays premium of $40/month
Voluntary Vision insurance – Employee pays full premium
401(k) and Profit-Sharing Plan – Employer 10% contribution
Life Insurance
10 paid holidays
5 paid personal days
80 hours of Sick leave
80 hours of Vacation following 1 year of employment
POSITION OVERVIEW
Are you ready to join a team where your organizational skills and commitment to service make a real difference every day? As an Administrative Assistant, you’ll be the friendly, professional face of the District and provide support to the Operations department and Administrative team. We value collaboration, integrity, and efficiency, and provide a stable, respectful workplace where your contributions are truly appreciated. If you’re looking for meaningful work in a supportive public service environment, we’d love to have you on board.
TYPICAL DUTIES
Typical duties may include, but are not limited, to the following:
Greets customers in person or over the telephone and directs them to appropriate officials, vendors, or departmental staff; answers inquiries on administrative matters, and provides standard forms as needed.
Enters and retrieves information from both hard copy and electronic records; uses various manual and electronic tools to log, track, summarize, and report information.
Maintains and updates general administrative files in accordance with departmental records retention programs; documents retention storage; creates reference material.
May handle sensitive or confidential materials, records, files, and other privileged information.
Manages Outlook calendar requests for room reservations.
Orders and maintains inventory of District office supplies; processes invoices for payment; creates and processes purchase orders
Receives and processes routine financial documents, including invoices and bills; prepares payment authorizations, requisitions and check requests; maintains a department petty cash fund; requisitions routine office supplies, parts, and materials and maintains a simple inventory.
Maintains and updates mailing lists; prepares and distributes inter-office mail.
Supports Operations and Fleet and Facilities departments with bi-weekly payroll distributions.
Operates standard office equipment; utilizes standard business computer software in performing job tasks.
Maintains business relationship with office equipment vendors; serves as primary contact for office equipment maintenance.
Provides administrative support to the Safety Manager with the District’s safety awards program, including ordering supplies and printing certificates.
Maintains employee ID badge program, including retiree ID badges; prepares, prints, and distributes badges.
Provides secondary support for general office functions and staff.
May drive a District vehicle to perform assignments.
Performs related work as required
SKILLS, ABILITIES, AND QUALIFICATIONS
The following are the minimum qualifications, in order to successfully perform the duties and responsibilities of this position:
Education, Training, and Experience:
Graduation from high school or GED
One (1) to Two (2) years of experience in administrative services, records management, and/or related areas.
Public Agency experience is preferred, but not required.
Bi-lingual in Spanish preferred, but not required.
Knowledge of:
Customer service skills and etiquette.
English usage, grammar, spelling, vocabulary, and punctuation.
Methods of preparing and processing various records, forms and other documents peculiar to assigned department or program.
Record-keeping, report preparation and filing systems and methods.
Modern office principles and practices.
Modern computer equipment and applications (Excel, Word, PowerPoint, Outlook) for creating letters, email, spreadsheets and databases.
Basic business arithmetic.
Ability to:
Establish and maintain cooperative working relationships.
Maintain and present self in a professional appearance and demeanor in general everyday setting and in stressful situations.
Communicate effectively both orally and in writing in an office environment.
Balance multiple assignments simultaneously and effectively.
Adhere to established work schedules and timelines.
Maintain accurate records and files.
Research and compile data; good analytical skills.
Ability to type 30 to 35 WPM.
DISCLAIMER
Position overview is not construed to be an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related instructions as requested by their supervisor, department head or General Manager.
SELECTION PROCESS
All applications will be evaluated on their related work experience and education qualifications. MTD will invite the most qualified candidates to participate in an oral interview. MTD application MUST be fully completed and must clearly show that the minimum requirements are met. Any questions on the application that are unanswered may cause you to be excluded from the selection process. All statements made on the application are subject to investigation and verification. Any invalid applications are subject to disqualification.
The selection process will include one or more of the following:
Application Review
Oral Interview
Written Tests / Computer Skills Tests
PRE-EMPLOYMENT PROCESS
The process includes a job specific pre-employment physical and drug screening under Department of Transportation regulations to be completed by an industrial health clinic of MTD’s choice, criminal background screen and verification of employment. All offers of employment are conditional upon successful completion of the pre-employment process.
IMMIGRATION AND CONTROL ACT OF 1986
In order to comply with the provision of this law, all applicants prior to placement, must provide proof of work eligibility and attest that they are a citizen, permanent resident alien, or otherwise authorized to be employed.
EQUAL OPPORTUNITY EMPLOYER
Santa Barbara Metropolitan Transit District has established a policy and practice of recruiting, hiring, training and promoting for all job classifications within MTD without regard to race, color, creed, religion, national origin, sex (including gender identity and sexual orientation), age, genetic information, disability, veteran status, or any other protected class or consideration made unlawful by federal, state, or local laws.
Application Review Begins: June 9, 2025; open until filled
How to apply
IN PERSON
Santa Barbara Metropolitan Transit District
550 Olive Street
Santa Barbara, CA 93101
ONLINE
Use our online application portal.
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Title: Office Assistant/Admin
Company: Infosoft
Location: Buffalo Grove, IL
