at City of Chicago in Chicago, Illinois, United States
Job Description
Description:
BID/JOB ANNOUNCEMENT
ADMINISTRATIVE ASSISTANT II
DEPARTMENT OF TRANSPORATION
Number of Positions: 1
(additional vacancies pending budget approval)
Starting Salary: $48,960; Grade B-10
Applications for this position will be accepted until 11:59pm CDT on Friday, July 26, 2024.
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
· Review and analyze applications and supporting documents generates reports from different applications, creates spreadsheets, and corresponds with departments, sister agencies, and customers.
· Open communication with Sign Division staff.
· Updates and maintains databases, draft and edit documents, check work for accuracy with policies and procedures, and maintains a complex filing.
· Creates close out and research Salesforce requests
+ Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
+ Creates and maintains spreadsheets, 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
+ Maintains supervisors’ appointment calendar and schedules and organizes meetings
+ Answers telephones, responds to inquiries and directs calls
+ Orders office supplies and coordinates equipment repair and maintenance
+ Processes payment vouchers, benefits claim forms, travel and mileage reimbursement requests
+ Maintains records to track office expenditures
+ Maintains personnel and time records for section employees
+ Organizes and maintains program records and office files
+ Explains program procedures and departmental policies to the public and staff
+ Relays directives and distributes information to staff as directed
+ Performs various clerical duties to relieve supervisor or administrative and clerical staff.
+ May supervise staff performing routine clerical functions
+ May participate in the conduct of special projects and studies to improve the efficiency of administrative operations
Additional duties may be required for this position.
Location: 3458 S. Lawndale
Days: Monday-Friday
Hours: 7:30 a.m. to 3:30 p.m.
THIS POSITION IS IN THE CAREER SERVICE.
Qualifications:
MINIMUM QUALFICATIONS
Two years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.
Disclaimer – “Accredited” means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.
NOTE: You must provide your transcripts/degree at time of processing, if applicable.
SELECTION REQUIREMENTS
This position requires applicants to successfully pass skills assessment tests and complete an interview. Test results will be sent out by the Department of Human Resources after the test results have been compiled and analyzed. Applicants who receive a passing score on the test will be selected to interview. The interviewed candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected for hire.
Preference will be given to candidates possessing the following:
· Previous work experience maintaining and generating reports
· Previous work experience in customer service
· Proficient in MS Word, Excel and Outlook
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. (https://www.chicago.gov/city/en/depts/dhr/provdrs/emp.html)
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