Executive administrative assistant II

at City of Chicago Office of Inspector General in Chicago, Illinois, United States

Job Description

Under direction of the deputy inspector general for operations, this position provides high-level, confidential administrative support to inspector general and other members of the executive team.  This position regularly performs variety of recurring administrative and operational duties with a high degree of initiative and independence.

DUTIES:

• Maintains the Inspector General’s calendar and schedules appointments; schedules meeting rooms and manages meeting arrangements and logistics
• Handles confidential matters and materials with discretion, sensitivity, and judgment
• Executes assigned tasks and projects from conception to completion with attention to detail, accuracy, focus, and flexibility to meet deadlines in a fast-paced work environment
• Manages the work of other administrative assistant staff within the operations section to support efficient operations
• Meets with managers to identify areas of improvement and define the objective and scope of internal performance analyses
• Interviews staff, reviews process documents, collects and organizes information on current practices, and drafts findings, reports and/or flow charts to recommend improvements to work methods and processes
• Designs survey questionnaires, data collection forms, and/or web-based data collection systems to gather information from OIG staff
• Reviews and analyzes survey data, interview notes, and evaluates data to support recommendations to improve OIG operations and drafts internal memoranda and policy documents accordingly
• Conducts research to identify best practices and to obtain information on specific areas under review

MINIMUM QUALIFICATIONS:

• Six (6) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college with an associate’s degree, plus four (4) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college or university with a bachelor’s degree from an accredited college or university, plus two (2) years of work experience performing secretarial and/or administrative support functions, OR
• Graduation from an accredited college or university with a master’s degree or higher from an accredited college or university, plus one (1) year of work experience performing secretarial and/or administrative support functions

LICENSURE, CERTIFICATION, OR OTHER QUALIFICATIONS:

• Must be able to demonstrate skill in using Microsoft Word, Excel, and PowerPoint software
• Excellent organizational and communication skills required

PREFERRED QUALIFICATIONS:

• Passionate, forward-thinking, and detail-oriented who is collaborative and motivated
• Outstanding ability to collaborate with other staff to achieve goals
• Experience in project management, program planning, and performance evaluation
• Knowledge of various research methods
• Experience using standard software products or statistical methods to collect, organize, and analyze collected data

ANNUAL SALARY: Range: $78,768 – 128,316 (annual increases). Starting: $78,768 (non-negotiable). Post successful six-month review $82,524.

BENEFITS: For information on City of Chicago employees’ benefits, please visit our benefits website.

TRAVEL AND SCHEDULE: Travel outside Chicago is not required. Standard office hours are 9:00 a.m. – 5:00 p.m., flexibility permitted.

RESIDENCY REQUIREMENT: Employees must be a resident of the City of Chicago and proof of residency is required at the commencement of employment.

KNOWLEDGE SKILL AND ESSAY REQUIREMENT: A passing score on a knowledge skill test(s) and/or essay may be required. Your application must include a response to the following prompt:

In about 500 words, describe a time you identified an inefficient process or recurring problem at work. What analysis did you conduct, what recommendations did you propose, how did you work with stakeholders, what obstacles did you face, what was the outcome, and how did you measure success?

WE VALUE DIVERSITY

The Office of the Inspector General (OIG) is an equal opportunity employer.

OIG is an inclusive organization that hires and develops all its staff of all levels regardless of race, religion, color, ethnicity, national origin, ancestry, marital or parental status, sex, gender expression or identity, sexual orientation, physical or mental ability, age, veteran status, and all other characteristics protected by law.

OIG strives to create the kind of workplace where a socially diverse mix of people can thrive professionally. We pride ourselves in meeting our legal charge to promote economy, effectiveness, efficiency, and integrity in government. Through the hard work of our passionate and innovative team, OIG aims to serve every community with equity, respect, and dignity.

If you would like to request a reasonable accommodation due to disability or pregnancy to participate in the application process, please contact OIG’s Manager of Human Resources Eloise Markham at emarkham@igchicago.org. Please be prepared to provide information in support of your reasonable accommodation request.

THE CITY OF CHICAGO IS AN EQUAL OPPORTUNITY AND MILITARY FRIENDLY EMPLOYER

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. The City of Chicago does not participate in E-Verify (Employment Eligibility Verification System). In addition, employment at the OIG is contingent upon a satisfactory criminal background check.

NOTIFICATION REGARDING USE OF ARTIFICIAL INTELLIGENCE (AI)

The submission of written materials (e.g., writing sample, essay, cover letter, etc.) generated in-part or fully by AI is strongly discouraged. Candidates who submit AI generated written materials may be disqualified from further consideration.