Administrative Assistant Iii

3 weeks ago

Chicago, United States City of Chicago Full time

**Job Number**:393844**

**Description**
- BID/JOB ANNOUNCEMENT
- Administrative Assistant III
- Chicago Fire Department

**Number of Positions: 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.**

**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.

**ESSENTIAL DUTIES**:

- Researches, compiles and analyzes data to prepare programmatic and administrative reports; relays and interprets management directives to staff
- Participates in the conduct of studies and special projects and prepares reports on findings
- Studies office operational processes and recommends procedural changes to improve efficiencies
- Creates and maintains databases and spreadsheets using various software packages
- Edits and proofreads documents and reports; drafts correspondence for supervisor’s signature
- Orders and maintains materials and supplies and resolves problems with vendors
- Responds to inquiries or complaints from the general public and explains departmental policies
- Researches costs and analyzes expenditures to assist in the preparation of the annual budget; maintains basic accounting and petty cash records for office related expenditures
- Assigns and reviews the work of staff engaged in performing a variety of clerical and customer service functions; coordinates office support services; establishes and implements work standards and clerical and administrative procedures and ensures standard are met
- Provides instruction and training to staff on work operations and evaluates their performance; prepares employee works schedules
- Assists staff in resolving complex or sensitive operational work problems; prepares various work reports regarding office expenditures, work operations and staff activities; interprets personnel policies and procedures to staff.

**_ NOTE:_** _The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class._

Location: Chicago Fire Department - Logistics

3015 W. 31st Street

Hours: 7:30 am - 3:30 pm

Days: Monday - Friday

**THIS POSITION IS IN THE CAREER SERVICE**

**Qualifications**

Three years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.

**SELECTION REQUIREMENTS**
- Previous work experience utilizing MCM tech software or other asset, inventory and work order management software
- Knowledge of Workfront software and/or other project management software

**ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.**

**The City of Chicago is 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 06/07/24.**

**Job Posting**: May 24, 2024, 11:32:11 AM | **Closing Date (Period for Applying) - External**: Jun 7, 2024, 11:59:00 PM

**BU**: 01 | **Salary**: $58,956 Annually **Pay Basis**:Yearly

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