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Job Description
Summary of Position and Duties: The Human Resources Division of the Village of Addison is accepting applications to fill one vacancy in the at-will, F.L.S.A non-exempt, Full time position of Clerk Typist in the Police Department.
This is a Full time clerical position working under direct supervision in the Police Department, splitting their time between the Addison Consolidated Dispatch Center (a Division of the Police Department housing 911 Dispatcher staff) and the Police Department (sworn and civilian employees of the Department). Incumbents in this classification perform routine and non-routine, and strictly confidential, duties with a variety of tasks related to various aspects of Human Resources Management, including other administrative duties as assigned. The distinguishing characteristics of this classification include responsibility for performing general clerical and administrative support duties requiring frequent independent judgment and initiative.
The Full-time Clerk Typist works very closely with management in the Police Department and the Human Resources Department, in a liaison capacity. The Clerk Typist may work as a receptionist at the front desk greeting visitors to the A.C.D.C. The Clerk Typist must exhibit the ability to be firm with employees in processing Human Resources forms and collecting related Human Resources information.
However, this person will be expected to demonstrate courteous and cooperative behavior when interacting with public and staff. The Clerk Typist will also be expected to act in a manner that promotes a harmonious and effective workplace environment. This person should also be comfortable with frequent interaction with staff and visiting public.
The Clerk Typist will generally work a Monday through Friday schedule, amounting to a 37.5-hour work-week, plus any required overtime. The Clerk Typist may also be called upon to learn duties in other positions and perform duties in a backup capacity as directed.
Work is of routine difficulty and is reviewed for progress and conformance to established procedures by the Director of Police and/or his designee. The Clerk Typist will also take some daily direction from designees of the Human Resources Department. The primary responsibility of the Clerk Typist will involve, but not be limited to: May assist Human Resources and the Police Department in researching, compiling, analyzing, and preparing reports and spreadsheets related to various Human Resources programs including, resource planning, compensation, training, and government compliance reports.
Assists the Police Department and Human Resources in performing duties related to payroll, employee records, benefits, safety/risk management, leaves of absence, benefit time usage, employee on-boarding, training, light duty, employee orientation, and workers’ compensation. This includes ensuring staff entries in the Village’s payroll and benefit time management system, In-Time, are accurate. The employee will also be expected to learn how to satisfactorily utilize In-Time and run various reports as directed.
The Clerk Typist will also be expected to assist employees of the Police Department in using the Villages’ electronic finance software system. May assist the Police Department management and Human Resources by performing the necessary preparation for collective bargaining sessions, including assisting in the researching and composing draft contract language/proposals, collection and analysis of data, and advice on comparable patterns and practices. Demonstrates courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment.
Employee splits their time between the Police Department/Village Hall and the A.C.D.C performing assigned duties. Will operate a Village vehicle between the A.C.D.
C and Police Department/Village Hall. Compiles data and analyzes past and current training requirements; develops, coordinates and facilitates employee development in identified areas. Assists A.C.D.C staff and the Police Department with completing the Center’s annual budget and budget review. Assists the A.C.D.
C staff and Police Department with project budgets, bookkeeping, and supplies and inventory. Assists the Professional Standards Coordinator with reports, CALEA files, gathering proofs for accreditation, and assisting in updating employee training files. Assists A.C.D.C staff and the Police Department in compiling special reports and studies; audits reports; proofreads data; assists in the preparation of charts, graphs, and other statistical data.
Handles the purchasing process for the A.C.D.C which includes: creating purchase orders, tracking orders, processing goods and receipts, completing all paperwork and or electronic documents. Completing the reimbursement process, either the Village’s or the E.T.S.
Bs, for the Police Department and staff. Handles the scheduling of the Village’s EOC. Schedules training for A.C.D.
C with outside vendors and works with E.T.S.B to coordinate payments and reimbursements regarding training. Performs the duties of the position and operates Department equipment with strict adherence to Village and Department safety policies and procedures.
Performs general office receptionist duties; answers telephone as required, greets visitors, copies reports, purges closed files, fulfills requests for information, and directs telephone and personal callers to proper parties. Provides said service to customers in a timely, professional and courteous manner Ability to safely and properly operate trucks, tools, and equipment involved in department operations and perform said duties in strict accordance with the Department/division SOP/safety manual; may serve on departmental safety committee. Must wear all required safety equipment (ie, gloves, ear plugs, etc.
) for the duty at hand according to department, equipment and regulatory specifications; report near miss accidents; comply with proper P.P.E. usage and follow required JSA’s; attend all required Village and department training; perform vehicle and work area evaluations according to department specifications and as required on a daily basis; initiate training topics or issues as needed. All applicants must meet the following minimum requirements to be an eligible candidate for this position: Possess a high school diploma or equivalent preferred.
Possess at least two (2) years of general clerical experience, preferably in a Human Resource and/or law enforcement settling. Ability to work expected/unexpected overtime that may be mandatory. Ability to pass a personal interview, physical and drug screen when applicable.
Be able to successfully utilize Microsoft Office software programs (ie, Word and Excel). Ability to read, write, speak, and understand English at the High School graduate level. Ability to maintain information and documents in strict confidentiality.
ADA COMPLIANCE Physical Skills and Abilities Required: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling of objects up to twenty (20) pounds. Employees in this position should also possess the ability to sit (using a computer on a desk) for several or more hours straight with occasional short breaks; and stand for an hour or more at one time with occasional short breaks (ie, filing documents, working the front counter greeting and working with customers). The employee must be available and present for work as scheduled and perform all functions of the job safely and efficiently at all times in compliance with all safety regulations and policies for the safety and welfare of the employee, co-workers, and the public.
Must be able to attend and participate in job-related meetings, seminars, and continuous education courses. Must be able to pass psychological, physical and/or other examinations as required. Work Environment Factors: Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury.
The noise level in the work environment is usually low to occasionally moderate. Ability to recognize and prepare to work safely within the constraints of potential hazards. Salary: The salary range for this position is $51,787 – $71,685.
The Clerk Typist will receive a very competitive benefit package and work 37.5-hours per week, plus any required overtime. Required test and screenings: The candidate selection process may consist of, but not be limited to: a review of the candidate’s past work experience/skills, a personal interview and the application of a test.
Successful candidates must successfully pass all required screenings and tests administered, when applicable, in order to be a candidate for this position. However, passing all required screenings/tests and completing a personal interview does not guarantee hire by the Village, as the ultimate decision to hire anyone is at the sole discretion of the Village of Addison. IMPORTANT NOTICE – SUBMISSION OF APPLICATION: Applications can be obtained at the Village Hall either in the Administration Department, Room 2100, or downloaded from the Village’s website at www.addisonadvantage.org.
Applicants will be notified by letter of the test date for this position, where applicable. All completed applications must be directed to the Director of Human Resources/Risk Management, either via regular mail at 1 Friendship Plaza, Addison, Illinois 60101, emailed to (see below), or submitted personally to the Administration Department, Room 2100 of the Village Hall by no later than 5pm, August 26, 2022.
Also, applications submitted after the deadline will NOT be accepted. Only one (1) application per person, per testing cycle is accepted. RESUMES WILL NOT BE ACCEPTED WITHOUT A COMPLETED APPLICATION.
Equal Employment Opportunity: Please refer to the Village of Addison website: www.Addisonadvantage.org, Division of Human Resources Section, to review a copy of the Village’s policy on Equal Employment Opportunity. IMPORTANT DISCLAIMER FOR POTENTIAL APPLICANTS: Applicants with disabilities, who need accommodations in order to complete any portions of the application/test, should contact the Human Resources Division at 630-693-7504 IMPORTANT – APPLICANTS PLEASE READ* To avoid conflicts of interest and the appearance of favoritism or bias and to enhance supervision, security, and morale, the Village of Addison believes it advisable to prohibit the employment of relatives in a direct supervisory relationship or to prohibit having two (2) relatives employed in the same department/division.
In addition, this policy bars the hiring or employment of an employee’s relatives in any position that would: Have the potential for creating an adverse impact on work performance; or Create either an actual conflict of interest or the appearance of a conflict of interest, such as the relative having an auditing or control relationship to the employee’s job. Relatives (including blood/step/in-law/adopted/legal guardian) are defined as spouse, mother, father, sister, brother, child, uncle, aunt, grandparent, grandchild, or any individual with whom an employee has a close personal relationship, such as a domestic partner, co-habitant, or significant other. The same prohibitions apply to employees who marry, cohabitate, or become related by marriage.
The provisions of this policy are not limited to personal or familial relationships amongst supervisors, managers, and subordinates. The policy also includes personal and/or familial relationships between individuals working as peers in any department when such relationship actually disrupts the operation of the department or the Village..
