City of Chicago is hiring: ADMINISTRATIVE ASSISTANT in Chicago

Overview

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.

Number of Positions: 4

Starting Salary: $50,424.00

This position is open to the public and all current City employees covered under the City’s collective bargaining agreement with AFSCME – BARGAINING UNIT 1, 3, 4 & 5.

Responsibilities

• Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.
• Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
• Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
• Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required
• Creates, formats, and maintains spreadsheets and reports using various software packages
• Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
• Reviews incoming correspondence and drafts standard responses for supervisor's signature
• Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors
• Oversees the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases
• Organizes and prepares legal documents for submission to the courts
• Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures
• Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly
• Performs timekeeping and payroll functions for departmental employees
• Maintains personnel and time records
• Relays directives and distributes information to staff as directed
• Prepares a variety of statistical, operating, ad hoc and performance reports
• Performs various clerical duties to relieve supervisor of administrative and clerical detail
• Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance
• Processes payment vouchers, travel and mileage reimbursement requests
• Maintains account records, verifies the posting of payments and collects payment for department programs
• Trains and instructs staff in office and clerical operations and departmental rules and policies
• Maintains petty cash records to track office expenditures
• Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required
• Reviews and evaluates staff work performance, as required

Qualifications

• Minimum Qualifications: Two years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience
• Selection Requirements: This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. Interviewed bid applicants possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected in seniority order according to the collective bargaining agreement. The interviewed non-bidder candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected.

Additional Details

• Location: 3510 S. Michigan Ave., Chicago, IL 60653
• Days: Varies (Sunday-Thursday or Tuesday-Saturday)
• Hours: Varies (7:30am-3:30pm, 8am-4pm, or 8:30am-4:30pm)
• This position is in the Career Service

Notice

• All references to political sponsorship or recommendation must be omitted from all application materials submitted for City employment.
• The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.
• City of Chicago. Brandon Johnson, Mayor.

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