Administrative Assistant

The Coles County Highway Office is seeking a motivated and detail-oriented Full-time Administrative Assistant to join our team. This position plays a vital role in supporting the highway department and ensuring the smooth operation of the office.

Location: 825 18th Street, Charleston, Illinois, 61920 Salary: Commensurate with experience ($42,000 - $48,000). Benefits package includes Retirement, Health Insurance, Life Insurance, County Holidays, Vacation days, Sick days and Personal days.

The Administrative Assistant assists the County Engineer in all phases of the Highway Department to provide and maintain an improved highway and bridge system for the traveling public. The Administrative Assistant coordinates with staff to provide a healthy working environment.

DUTIES AND RESPONSIBILITIES

• Maintains all Payroll records; documents all employee pay rates, leave time and records; prepares bi-monthly payroll records for review; sends payroll to Treasurer.
• Produces annual County Highway Budget reports.
• Maintains County Highway Levy budget books; maintains, documents, and invoices all claims on County Highway, County Bridge and County Matching funds.
• Document any funds received by the Highway Department and directs deposit into proper account
• Documents MFT (Motor Fund Tax) allotments from the State of Illinois to both county and township accounts.
• Maintains and balances all MFT accounts for the county and all townships; works with the Illinois Department of Transportation’s auditor on said accounts.
• Coordinates township and county MFT General Maintenance programs and other construction projects with engineering staff and appropriate township officials and maintains records of said transactions.
• Prepare annual township MFT expenditures; distribute to road commissioners.
• Working knowledge of Word, Excel and Access.
• Maintains all records and paperwork pertaining to the advertisement, letting, and documentation of all maintenance and construction projects.
• Answers telephone calls and greet visitors.
• Receives and distributes daily mailings.
• Maintains office supplies and orders replacement supplies.
• Performs related work as assigned by the County Engineer.

To apply for, mail or email, resume to:

Richard Johnson, Coles County Highway Department
825 18th Street, Charleston, IL 61920
Charleston, IL 61920
Phone: (217) 348-0527
Email: rjohnson@co.coles.il.us