at City of Chicago in Chicago, Illinois, United States
Job Description
ADMINISTRATIVE ASST III (CCPSA)Job Number:377970
Description
BID / JOB ANNOUNCEMENT
Administrative Assistant III
Community Commission of Public Safety & Accountability
(CCPSA)
NUMBER OF VACANT POSITION(S): One (1)
BID INSTRUCTIONS:
Apply on the bid site:
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 and office management support functions for a city manager or supervises clerical and administrative office operations; and performs related duties as required.
ESSENTIALDUTIES
Maintaining Deputy Director's appointment calendar and schedules and organizing meetings
Corresponding with venues ahead of commission meetings (site visits/walkthroughs)
Corresponding with individual commissioners ahead of meetings for attendance and to make sure that they have all the materials they need for the meeting to be successful
Ensuring that materials are distributed ahead of commission meetings
Creating and ordering table tents and nametags ahead of commission meetings.
Creating and maintaining sign-in sheets for meetings
Helping maintain a stakeholder contact list
Maintaining constant contact mailing list and newsletter
Ensuring that relevant staff is aware of the meetings and the role that they are expected to play during commission, staff, and committee meetings
Securing and corresponding with translation services as needed
Managing important files and correspondences
Creating and maintaining organized filing and data-keeping systems for all internal and external documents
Working with commission staff to place supply orders
Working with commission staff to onboard new employees
Notetaking during meetings and site visits
Coordinating production of posters, and materials for projects and events
Editing and proofreading documents and reports
Reviewing incoming correspondences and drafting standard responses
Creating and distributing promotional materials for meetings, in-person events, virtual events, training sessions, etc. using various software packages including Canva and Constant Contact
Attending meetings in the absence of the Deputy Director, as required
Assisting the CCPSA Executive Assistant with projects and tasks as requested.
Creating and maintaining databases Studying office operational processes and recommending procedural changes to improve efficiencies.
Creating and maintaining databases and spreadsheets using various software packages.
Relaying and interpreting management directives to staff
Preparing various work reports regarding office expenditures, work operations, and staff activities.
Attends meetings in the absence of the supervisor, as required
May participate on task force committees to evaluate existing processes and recommend methods to improve systems
Assist the CCPSA Executive Assistant with projects and tasks as requested
NOTE:Thelistofessentialdutiesisnotintendedtobeinclusive;other duties may be essentialtoparticularpositionswithintheclass.
Location: 2 N, LaSalle St. Suite 725
Days: Monday-Friday, with some evenings and weekends.
Hours: Between 8 am-4 pm, 9am-5pm, 10am-6pm
Salary:$57,240
(Shift May Varies due to Operation)
THIS POSITION IS IN THE CAREER SERVICE
Qualifications
MINIMUMQUALIFICATIONS
Education,Training,andExperience
*Three (3) yearsofadministrativeorsecretarialexperience,oranequivalentcombinationof education, training, and experience
Preference will be given to candidates possessing the following:
Project coordination certification a plus
English or history Undergrad
Proficiency in MS Word, Excel, and PowerPoint.
SELECTION REQUIREMENTS: This position requires applicants to successfully pass a skills assessment test IN ORDER TO BE interviewed. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The interviewed candidate(s) who possess the qualifications best suited to fulfill the position's responsibilities will be selected.
VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veteran's preference, candidates need to indicate whether or not they are a veteran by answering "yes" or "no" to the question on the online application that asks, "Are you currently serving on active duty for at least six months in the Armed... For full info follow application link.
The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer
