TITLE: FOIA Officer/Event Coordinator
REPORTS TO: Executive Assistant
POSITIONS SUPERVISED: None
POSITION SUMMARY: The individual in this position will act as a confidential assistant to the Executive Assistant of the department they are assigned to serve. Individuals assigned to this position are expected to show professional conduct and be attentive to detail as well as demonstrate a high degree of accuracy in their work. They demonstrate the ability to handle work flow consistently and efficiently by meeting deadlines, demonstrating follow through and by keeping their work organized and easily accessible. They demonstrate the ability to think independently and problem solve as well as work with employees at all levels of the organizationin dealing with personnel issues.
ESSENTIAL FUNCTIONS:
Organizational Health Leadership Requirements:
- Assist in moving the Village forward through modeling behavior that is consistent with our Good to Great leadership philosophy, our “Three Pillars to Greatness” institutional values (whichinclude our Five Key Traits), and the overall mission and vision as public servants.
- Carry out the “Organizational Health Plan,” which emphasizes the four disciplines of leadership both within and outside of your respective departments, through the building a cohesive leadership team, creating clarity, over-communicating clarity, and reinforcing clarity on a consistent basis.
- Demonstrate behavior that is consistent with the characteristics of a Level 5 Servant Leader by being authentic, vulnerable, accepting, present, useful, and ambitious first and foremost for the institution, not you.
- Maintain a positive public and professional image of the Village at all times, including professional attire in the performance of responsibilities.
- Perform all job duties in compliance with the established Code of Conduct and rules and regulations of the Village with the utmost of ethical standards and behaviors.
- Preserve the integrity and core values of our organization through the consistent use of our three strategic anchors in order to make intentional decisions that are in the best interests of the organization.
JOB RESPONSIBILITIES:
- Organize department work related and community events.
- Provide independent administrative support: arrange meetings and coordinate schedules; prepare confidential correspondence, comprehensive reports, surveys and memorandums; attend meetings and provide accurate meeting minutes.
- Receive incoming telephone calls for employees and the public using professional and courteous phone etiquette and with sensitivity to the diversity of a multi- cultural audience. Respond to and answer questions and requests within the realm of authority in regard to FOIA request.
- Maintain accurate, complete, and easily accessible paper and electronic records and filing systems, including confidential documents. Ensure that the integrity of the information is maintained.
- Participate in the strategic planning process when preparing FOIA request documents.
- Serve as liaison to other departments.
- On a regular basis, exercise professional judgment and assume responsibility for decisions, consequences and results having an impact on individuals, the organization and the quality of service within the assigned area. Responsible for keeping the Department Director informed of any issues that may have an adverse impact on the department so that undue escalations can be avoided and proactive solutions considered.
- Know and interpret the formal and informal FOIA law standards, policies and procedures, safety rules, and administrative procedures for the area of assignment.
- Miscellaneous other administrative duties as assigned.
POSITION QUALIFICATIONS:
a. Education:
- A High School Diploma or General Education Degree (GED) equivalent
b. Experience:
- Knowledge with computer literacy to include word processing/editing, databases entry and retrieval, spreadsheet set up and entry.
- Two (2) years of experience in a responsible, independent administrative support position, or
- Working with the public
c. Knowledge, Skills & Abilities:
- Establish and maintain an effective working relationship with other Village employees and the public.
- React quickly and calmly in emergencies.
- Understand and follow oral and written instructions.
- Modern office systems and technology including personal computers and related software (at a minimum MS Word, Excel, Outlook, Publisher, and similar programs) and common office equipment.
- Standard office equipment, i.e., photocopier, typewriter, facsimile machine and electronic postage machine.
- Office administration.
- Business letter writing, email communications and report preparation.
- Advanced principles and procedures of record keeping and filing to include both hard copy and electronic.
- Customer service and team building techniques.
- Ability to read, write, speak and communicate using the English language.
- Ability to maintain a high level of accuracy and confidentiality concerning financial and personnel matters.
- Ability to effectively handle confidential, difficult and sensitive issues by using tact, diplomacy, and an understanding of the organizational culture, climate and/or politics.
- Excellent interpersonal skills including the ability to build and maintain effective team relationships with employees, public officials and the public. Consistently respect theindividual values of all departmental employees and members of the community. Effectively communicate, build rapport and relate well with diverse populations.
- Ability to anticipate, analyze, diagnose, and problem solve.
- Ability to communicate clearly and concisely, both verbally and in writing.
- Attention to detail.
- Very effective organizational skills.
WORKING CONDITIONS:
- At times, the job may require prolonged sitting, typing, monitoring of a screen, etc. The job incumbent should exercise common sense and take necessary breaks, practice proper body alignment, and alert a supervisor of any discomfort.
- A well-groomed, professional appearance appropriate for the position and situations.
For the full job description, including a list of physical requirements and work environment, view FOIA Officer/Event Coordinator Job Description.
Completed applications must be submitted to Employment@SouthHolland.org.
The Village of South Holland is an equal opportunity employer.