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Administrative Assistant II

1 month ago

Chicago, Illinois, United States City of Chicago Full time
Job Summary

We are seeking a highly skilled and organized Administrative Assistant II to join our team at the City of Chicago. This role will provide administrative support to a city manager and perform related duties as required.

Key Responsibilities
  • Review and analyze applications and supporting documents, generate reports, and correspond with departments, sister agencies, 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.

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.

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.

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.