ABOUT THE POSITION

Under the direction of the Village President, Village Manager, and Director of Public Works, this position provides high level project coordination administrative, operational, financial and policy support to ensure the efficient functioning of the Public Works Department. This position manages sensitive information, coordinates departmental activities, and serves as a liaison between the Director and internal/external stakeholders. Work requires a high degree of professionalism, discretion, independent judgment, and organizational skills. The Public Works Department overall currently has 16 authorized full-time staff. The duties below are not intended to be an exhaustive list, as this position will require general administrative duties and functions as assigned, in addition to special projects at the direction of the Public Works Director, Village Manager, or the Mayor's Office.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Assist the Director and Deputy Director of Public Works in the day-to-day operations of the Public Works Department.
• Perform any projects and assignments as directed by the Mayor's Office, Village Manager, or the Director of Public Works.
• Manage the Director's professional calendar, schedule appointments, and coordinate travel arrangements.
• Screen phone calls, manage departmental emails, and serve as the primary point of contact for the Public Works Director's office, interacting with the public, Public Works employees, village officials, and external agencies.
• Handle sensitive resident inquiries and complaints in person, through written communication, or by email regarding Public Works services.
• Act as liaison to Village President, Village Attorney, Village Trustees, and Village Staff regarding matters pertaining to Public Works.
• Answers a variety of written and telephone inquiries relating to Public Works operations.
• Prepare and monitor the department's records for review by the Public Works Director pertaining to billing, payroll, purchase orders, vacation and compensatory time. Scans all work order logs into the IWORQ system daily.
• Assist in preparing spreadsheets to maintain records for culvert replacement, ditching, street sign replacement, street light replacement and repair, and traffic complaints.
• Monitor the Public Works fuel system including preparing monthly reports directed to the Village Finance Director.
• Track project timelines and gather data for Public Works departmental initiatives.
• Assist with emergency preparedness and response, maintaining documentation and updating municipal disaster or emergency weather manuals for the Public Works Department.
• Coordinate the Sidewalk Replacement Program.
• Assist in drafting all Public Works bid specifications for advertisement to the local news outlets.
• Coordinate the Village Parkway Tree Replacement Program.
• On a daily basis, picks up Public Works mail from the Village Hall and directs it to the appropriate department or employee.
• Assist in the preparation and monitoring of the annual Public Works budget.
• Process invoices, track purchase orders, and audit expenditures to ensure financial accountability for Public Works.
• Conducts information research, completes analyses, and compiles specialized data on assigned projects.
• Reviews and coordinates billing matters within the Public Works Department
• Maintain a positive and professional image to the public, other governmental agencies, and interdepartmentally with respect to Public Works issues.
• Works cooperatively and jointly with others to provide quality customer service and coordinates Public Works activities and services with other Village departments.
• Represents the Public Works Director at any meeting as requested by the Public Works Director.
• Manage Public Works office operations including supplies, equipment, and recordkeeping systems.
• Performs related work as required.

QUALIFICATIONS

The ideal candidate for the position will possess:

• Five to seven years of progressively responsible municipal or county government experience.
• Administrative support experience, including work supporting a manager, director, or higher-level executive.
• Other equivalent combinations of education and experience may be substituted.

The ideal candidate will also demonstrate:

• Considerable knowledge of the principles and practices of public administration.
• Knowledge of Federal, State, and Local mandates governing local government.
• Knowledge of office procedures, methods, and equipment, including elementary bookkeeping.
• Ability to understand and follow oral and written instructions.
• Ability to multitask in a fast-paced environment.
• Ability to possess the initiative to seek out and define problem areas, analyze situations, provide alternatives and recommend solutions; has the capability to analyze and recommend policy and procedure changes when necessary.
• Strong organizational skills with ability to manage multiple priorities.
• Ability to prioritize work projects and meet deadlines.
• Ability to perform detailed research and technical studies.
• Ability to read and interpret complex laws, regulations, contracts, and ordinances.
• Knowledge of computers with proficiency in Microsoft Office suite.
• Ability to analyze and use sound judgment to accomplish diversified duties.
• Ability to exercise independent thinking within the limitations of policies, standards, and precedents.
• Ability to independently conduct research, gather data, analyze information, prepare reports and make recommendations.
• Skilled in project management.
• Skilled in effective verbal and written communication
• Ability to maintain confidentiality.
• Ability to exercise discretion and use sound judgment.
• Ability to establish and maintain effective working relationships with fellow staff members, elected officials, volunteers, other agencies and the general public.

HOURS AND COMPENSATION

The annual salary range established for this position currently is $74,500.00 to $94,000.00. This is a full-time, exempt position, with excellent insurance, holiday, and paid time off benefits. Exact starting compensation will vary based on skills, training, and experience. Regular working hours are 7:00 a.m. to 3:30 p.m., Monday to Friday, within the Public Works facility, with occasional night and weekend meetings, as needed.

The Village offers a generous benefit package which include the following highlights:

• Vacation benefits/PTO
• Health and Insurance Benefits
• Participation in the Illinois Municipal Retirement Fund (IMRF) pension plan

HOW TO APPLY

If you are an experienced administrative professional with a passion for public service and have the necessary qualifications, we encourage you to apply for this rewarding opportunity to join our revitalized team!

Applications are being accepted until August 26, 2026. Interested candidates should submit a cover letter explaining interest in the position, resume, and completed job application via mail or email to: [redacted] & [redacted]

Candidates will be contacted directly if they are chosen as an interview candidate for an open position.