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Government Administrative Clerk

2 months ago

Chicago, Illinois, United States City of Chicago Full time

Job Summary:

The City of Chicago is seeking a highly skilled Administrative Assistant II to provide administrative support to a city manager. The successful candidate will perform a variety of administrative, clerical, and secretarial duties, including reviewing and analyzing applications, generating reports, and corresponding with departments and customers.

Key Responsibilities:

  • Review and analyze applications and supporting documents, generate reports, and correspond with departments and customers.
  • Open communication with Sign Division staff.
  • Update and maintain databases, draft and edit documents, check work for accuracy with policies and procedures, and maintain a complex filing system.
  • Create close out and research Salesforce requests.
  • Compile documents and obtain data from various sources to prepare programmatic and administrative reports.
  • Create and maintain spreadsheets, format and type reports using various software packages.
  • Review incoming correspondence and draft standard responses for supervisor's signature.
  • Proofread documents and correspondence submitted for supervisor's review.
  • Maintain supervisors' appointment calendar and schedule and organize meetings.
  • Answer telephones, respond to inquiries, and direct calls.
  • Order office supplies and coordinate equipment repair and maintenance.
  • Process payment vouchers, benefits claim forms, travel, and mileage reimbursement requests.
  • Maintain records to track office expenditures.
  • Maintain personnel and time records for section employees.
  • Organize and maintain program records and office files.
  • Explain program procedures and departmental policies to the public and staff.
  • Relay directives and distribute information to staff as directed.
  • Perform 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.

Requirements:

  • Two years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.
  • Proficient in MS Word, Excel, and Outlook.
  • Previous work experience maintaining and generating reports.
  • Previous work experience in customer service.

Preferred Qualifications:

  • Previous work experience in a government agency.
  • Knowledge of Salesforce.

Working Conditions:

The City of Chicago is an equal employment opportunity and military-friendly employer.