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Executive Assistant to Chief Counsel

2 months ago

Chicago, Illinois, United States Chicago Park District Full time
CHICAGO PARK DISTRICT - DEPARTMENT OF HUMAN RESOURCES

CLASS SPECIFICATION:

TITLE:
EXECUTIVE ASSISTANT TO CHIEF COUNSEL

Level: 2637

CHARACTERISTICS OF THE CLASS:

This role involves coordinating a range of confidential administrative and secretarial tasks in support of the Chief Counsel. The assignments are intricate, requiring significant judgment, discretion, tact, creativity, and initiative to address various challenges. Additional related duties may be performed as necessary.

EXAMPLES OF DUTIES:

- Acts as a liaison among executives, managers, and visitors as needed.
- Reviews requests, organizes appointments and meetings, and resolves issues that necessitate comprehensive knowledge of organizational policies and procedures.
- Takes independent action to manage requests and collaborates with managers to implement projects.
- Prepares confidential correspondence, edits documents, records and transcribes meeting minutes, screens phone calls, manages incoming correspondence, and performs other administrative tasks.
- Assists the Department in tracking and reporting on assignments and matters handled by the legal team.
- Aids the Freedom of Information Officer in gathering documents and responding to information requests.
- Monitors the Department's budget and processes invoices for payment.
- Contributes to the development of the Department's annual budget.

DESIRABLE MINIMUM QUALIFICATIONS:

Training and Experience:

A Bachelor's Degree in Business Administration, Public Administration, or a related field, supplemented by a minimum of five years of progressive administrative experience, or an equivalent combination of education and experience is required.

Proficiency in applicable computer applications is essential.

Knowledge, Skills, and Abilities:

Prior experience in an administrative, secretarial, or legal assistant capacity within a law firm, corporate legal office, governmental agency, or similar organization is highly preferred.


Strong understanding of business management principles and legal processes. Highly organized with comprehensive knowledge of all aspects of office management. Ability to assist in policy development, execution, coordination, and other functions. Competence in planning, organizing, supervising, and reviewing the work of subordinate staff. Proficient in verbal and written communication. Ability to interact effectively with departmental personnel, professional staff, and the public. Demonstrated expertise in Microsoft Office applications including Outlook, Teams, Word, Excel, and PowerPoint.

Access to a personal vehicle for travel to various locations as necessary is preferred.

Physical Requirements:
Requires prolonged periods of sitting, standing, visual acuity, and manual dexterity for working with computers and documents. Involves physical handling of legal documents and equipment. Travel to meetings and other locations as required.

Salary range: $68,000-71,000. Final salary will be determined based on the qualifications of the selected candidate.

ALL APPLICANTS MUST UPLOAD A COVER LETTER, RESUME, AND REFERENCES.

Career Service:
Exempt

EEO:
Administrative Support

FLSA:
Exempt

Approved 04/12/00; Updated July 2024