Job Announcement

Position Title: Administrative Assistant
Department: Village Hall Administration
 

Position Summary
The Administrative Assistant serves as a key front-line representative of the Village of Winthrop Harbor and plays a vital role in daily municipal operations. This position is highly interactive with the public and is responsible for delivering exceptional customer service while supporting financial, utility billing, permitting, communication functions, and administrative leadership. As a direct ambassador of the Village, this role requires professionalism, accuracy, responsiveness, and a strong commitment to serving residents, businesses, and visitors.

Essential Duties and Responsibilities

Customer Service & Front Counter Operations

• Serve as the primary point of contact at the Village Hall service window and by phone

• Provide courteous, professional assistance to residents, businesses, and visitors

• Accept and process payments for utility bills, permits, licenses, fees, and fines

• Answer inquiries related to Village services, utility billing, and permitting processes

• Direct inquiries to appropriate departments as needed

Accounts Payable & Financial Support

• Receive, review, and process vendor invoices via mail and email

• Code invoices to appropriate departments and input data into financial systems

• Communicate with vendors and department heads regarding invoices and payments

• Assist in preparing invoices for approval and processing prior to Village Board meetings

• Maintain accurate vendor records and update remit-to information as needed

• Support preparation of warrants, reports, and check processing following Board approval

• File invoices, checks, and financial records in accordance with Village procedures

Utility Billing & Permitting Support

• Provide administrative support for utility billing operations, including customer account inquiries

• Assist with processing permits, applications, and related documentation

• Maintain accurate records and ensure compliance with Village policies and procedures

Public Communication & Engagement

• Assist in communicating with the public through Village communication platforms

• Support drafting and posting updates on Village social media channels

• Assist with email notifications, newsletters, and community alerts

• Ensure messaging is clear, accurate, and consistent with Village standards

• Help respond to general public inquiries received through digital platforms

Administrative Support to Leadership

• Provide direct administrative support to the Village Administrator and Director of Public Works

Administrative & Operational Support

• Answer phones and respond to emails in a timely and professional manner

• Maintain organized filing systems for financial and administrative records

• Assist with preparation of schedules, reports, and internal documents

• Coordinate with multiple departments to ensure efficient workflow and communication

Qualifications

• High school diploma or equivalent required; associate degree in business administration or a related field preferred, or an equivalent combination of education and experience in municipal government, finance, or administrative support

• Previous experience in municipal government, finance, administrative support, or communications is preferred

• Experience with accounts payable or financial systems strongly desired

• Familiarity with social media platforms and email communication tools preferred

• Proficiency in Microsoft Office and general office software systems

• Ability to learn municipal software systems (e.g., utility billing, permitting, and financial platforms)

Skills & Abilities

• Exceptional customer service and interpersonal skills

• Strong attention to detail and organizational abilities

• Ability to handle multiple tasks in a fast-paced environment

• Strong written and verbal communication skills

• Ability to maintain confidentiality and handle sensitive information

• Professional demeanor and ability to represent the Village in a positive manner

Work Environment
This position operates in a professional office setting within Village Hall and requires frequent interaction with the public. The role may involve handling confidential financial information and requires a high level of accuracy and accountability.

Key Expectations

• Serve as a welcoming and knowledgeable resource for the community

• Demonstrate professionalism and accountability in all interactions

• Uphold the Village’s commitment to responsive and effective local government services

• Act as a positive ambassador representing the Village of Winthrop Harbor

How to Apply

Interested candidates should submit a completed application, resume, and any relevant supporting materials through the Village of Winthrop Harbor’s application portal at the link below.

Applications will be reviewed as they are received, and the position will remain open until filled. The Village of Winthrop Harbor is an equal opportunity employer and encourages applications from qualified candidates of all backgrounds.