Administrative Intern - Village of Deerfield

Who: Village of Deerfield

What: The Village of Deerfield, Illinois (Pop. 18,500) seeks applicants for the part-time position of Administrative Intern. This position is a two-year program during which the Intern supports the Village Manager’s office with a variety of professional projects and assignments related to the day-to-day operations of the Village. These duties will include, but are not limited to, coordination of vehicle sticker sales, providing support for special events such as Winter Celebration and the Farmer’s Market, providing research and special reports, supporting non-emergency communications to residents, and assisting Public Works with regulatory compliance. The Intern can expect to gain a wide variety of experience in all Village departments.
POSITION QUALIFICATIONS:

• Bachelor’s Degree Required
• Must be pursuing Master’s of Public Administration Degree at an accredited college or university
• 2-3 years of work experience with progressive responsibility, preferably in the public sector
• Valid Driver’s License required

EXAMPLES OF ESSENTIAL JOB FUNCTIONS:

• Conduct assigned research, procedures and administrative studies and prepare reports containing proposed and recommended solutions or courses of action.
• Assists in communicating Village policies to departments, elected and appointed officials and the general public; this may include drafting correspondence, preparing presentations and formulating new policies. This employee prepares various correspondences under the signature of the Village Manager. This employee is also responsible for collaborating with staff on the weekly distribution to the Mayor and Board of Trustees.
• Coordinate the Village’s Grate Keepers, Adopt-a-Hydrant and taxi subsidy programs.
• Coordinate Village vehicle sticker sales and renewal process.
• Provide support for special events including Harvest Fest, Winter Celebration, Family Days, Farmers Market, etc.
• Supports non-emergency communications.
• Maintains government access television channel.
• Provide support to various Village boards and commissions, including Fine Arts Commission and Sustainability Commission.
• Provide support to Public Works in coordinating water and sewer regulatory compliance.
• Assist with AP processing.
• Support the Clerk’s Office and maintain documents for record keeping purposes across departments.
• Provide presentations on various topics to Boards, Commissions and service clubs, on occasion.

OTHER DUTIES:

• Process FOIA requests as directed.
• Greet the public when assisting at the front desk. Demonstrate and promote positive guest relations and exceptional customer service.
• Answer incoming phone calls and in person inquiries, addressing the inquiry or routing to the proper person if necessary.
• Assist with general needs of filing, photocopying or other special projects as assigned.
• May be required to work outside of normal 8:00 a.m. to 4:30 p.m. business hours
• Follow all Village safety policies and procedures.
• Perform additional duties as assigned.

REQUIREMENTS OF WORK:

• Advanced verbal and written communication skills, including the ability to communicate with tact and professionalism under various conditions and the ability to translate complex information into clear public messages.
• Skill in organization and attention to detail, including the ability to meet deadlines, and manage multiple tasks simultaneously
• Knowledge of standard office equipment and computer software/programs, such as Microsoft (e.g. Word, Excel and Outlook), MUNIS Financial Software
• Knowledge of research and analysis methods and techniques.
• Knowledge of statistical analysis and forecasting techniques.
• Knowledge of modern office procedures, methods and computer equipment.
• Must have the ability to maintain professional composure and take reasonable action when confronted with difficult situations.

PHYSICAL DEMANDS:

• Majority of work performed seated in an office setting. Hand-eye coordination is necessary to operate computers and various pieces of equipment.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms. The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, and crouch.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Ability to lift up to 20 pounds.
• Ability to safely operate a passenger vehicle.

EQUIPMENT USED:

• Village Computer hardware and software programs including Microsoft Office Suite.
• General office equipment (telephone, photocopiers, fax machine) and Village Vehicle The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and requirements.

PAY RANGE: $17.50 – 22.65