ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

Administrative Assistant

Office of Emergency Management and Communications

Number of Positions: 3

(Additional vacancies possible pending budget approval)

Starting Salary: $50,424

This position is open to the public and all current City employees covered under the City's collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) - BARGAINING UNIT 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled "Currently employed by the City of Chicago"

2. Enter your employee ID (located on your pay stub labeled 'payee/employee number')

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Applications for this position will be accepted until 11:59pm CDT on 06/26/2025

Under general supervision, performs administrative, clerical, and/or secretarial duties for a city manager or supervisory staff, performs office assistant support functions, and performs related duties as required

ESSENTIAL DUTIES

* 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)

* Creates, formats, and maintains spreadsheets and reports using various software packages

* 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

* 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

* Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required

Additional duties may be required for this position

Location: 1411 West Madison

Days: Monday - Friday

Hours: 8:30am - 4:30pm

THIS POSITION IS IN THE CAREER SERVICE

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 skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. To learn more about our hiring practices click here.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago in an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago

Brandon Johnson, Mayor