at City of Chicago in Chicago, Illinois, United States
Job Description
Description:
BID/JOB ANNOUNCEMENT
Administrative Assistant II
Department of Finance
Office of the Comptroller
Chicago Benefits Office
Citation Division
Accounts Receivable Division
Number of Positions: 4
This position is open to the general public and to all current city employees covered under the terms of the City’s collective bargaining agreement with the American Federation of State, County, and Municipal Employees Union – AFSCME (BARGAINING UNITS 1, 3, 4, & 5).
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
· Provides administrative support to ensure efficient office operations, including managing office supplies, ensuring equipment is operational, and arranging any necessary repairs or maintenance.
· Completes research on various topics as requested and compiles and summarizes information for reports or presentations.
· Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
· Maintains physical and digital filing systems, including inputting and updating information in databases, spreadsheets, and other systems.
· Handles internal and external communication by responding to emails, phone calls, and inquiries.
· Drafts and edits letters, reports, and other documents, including formatting, proofreading, and ensuring the final product meets professional standards.
· Assists with coordinating public information fairs and with distributing materials to City departments and the public.
· Serves as the initial point of contact for clients, visitors, and vendors, greeting guests, providing necessary information, and ensuring a positive and welcoming experience.
Other duties may be required.
Location: Department of Finance
2 N. LaSalle St. and 121 N. LaSalle St.
Chicago, IL 60602
Days: Monday through Friday
Hours: 8:30 AM to 4:30 PM
THIS POSITION IS IN THE CAREER SERVICE
Qualifications:
Two years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.
Preference will be given to candidates possessing the following:
· Customer service experience
· Experience leading or managing a team
· Experience leading or managing projects
· Proficiency using Microsoft Office Suite (Word, Excel, PowerPoint)
· Associate degree or higher education
SELECTION REQUIREMENTS
This position requires all applicants to pass a written test / skills assessment in order to be interviewed. The interviewed bidder(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be hired based on seniority and according to the C.B.A. rules. The interviewed non-bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.
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
Applications for this position will be accepted until 11:59 pm CDT on April 18, 2024.
