Job Information
City of Chicago ADMINISTRATIVE ASST II in Chicago, Illinois
Description:
BID/JOB ANNOUNCEMENT
Administrative Assistant II
Office of the City Clerk
Number of Vacancies: 1 (Additional vacancies possible pending budget approval)
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
Under general supervision, the class performs administrative, clerical, and secretarial duties for a city manager; and performs related duties as required.
ESSENTIAL DUTIES:
Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
Creates and maintains spreadsheets and formats and types 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
Answers telephones, responds to inquiries and directs calls
Processes payment vouchers, benefits claim forms and travel and mileage reimbursement requests
Organizes and maintains program records and office files
Explains program procedures and departmental policies to the general public and staff
Relays directives and distributes information to staff as directed
Performs various clerical duties to relieve supervisor of administrative and clerical detail
May be required to conduct point of sales transactions in person and via online sales
And, other job-related duties as assigned
OFFICE OF THE CITY CLERK
Location: 121 N. LaSalle Street, RM 107, Chicago
Shift: Monday thru Friday
Hours: 9:00 AM-5:00 AM
THIS POSITION IS IN THE CAREER SERVICE.
Qualifications:
MINIMUM QUALIFICATIONS :
Two years of administrative or secretarial experience, or an equivalent combination of training and experience.
SELECTION REQUIREMENTS
Selection Requirements: This position requires applicants to successfully pass a skills assessment test. Test results will be sent out by the Department of Human Resources after the results have been analyzed and compiled. Candidates that pass the skills assessment will be invited to interview for the position. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.
Preference will be given to candidates possessing the following:
Associate’s degree or higher
Previous work experience communicating via email with internal and external customers
Previous work experience performing administrative, secretarial, and front-line customer service duties in a large, fast paced organization
Previous experience using data management software
Previous cash handling experience
Previous work experience with Microsoft Suite
Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applicants will be accepted.
Residency Requirement: All employees of the City must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.
Please note, all positions with the City of Chicago close promptly at 11:59pm. Applications for this position will be accepted from April 22, 2024, until 11:59 pm on May 06, 2024 . No exceptions will be made.
City of Chicago
Brandon Johnson, Mayor