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Administrative Support Specialist

2 months ago

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

Administrative Assistant III

Department of Public Health

Health Protection Bureau

Office of Administration and Grants

Job Summary

This position is responsible for providing administrative support to the Office of Administration and Grants. The successful candidate will perform a variety of tasks, including greeting guests, maintaining timekeeping records, creating and maintaining databases, and ordering materials and supplies.

Key Responsibilities
  • Greets guests and directs them to the appropriate person or department
  • Maintains timekeeping records for program staff using the Chicago Automated and Timekeeping (CATA) system
  • Creates and maintains databases and spreadsheets using various software packages
  • Orders and maintains materials and supplies; responds and resolves issues/inquires with vendors
  • Researches costs and analyzes expenditures to assist in the preparation of the annual budget
  • Opens, reviews and sorts by importance and category all incoming mail
  • Screens incoming telephone calls, takes accurate messages and promptly relays them
  • Arranges telephone and conference calls as requested
  • Records retention management
  • Schedules meetings, creates and maintains sign-in sheets for meetings, and takes notes during meetings
  • Prepares various work reports regarding office expenditures, work operations, and staff activities
Requirements

The ideal candidate will have three years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience. The candidate should have good knowledge of office management, administrative procedures, and practices, as well as excellent interpersonal and customer skills.

What We Offer

The City of Chicago offers a competitive salary and benefits package, as well as opportunities for professional growth and development.

This position is funded by a federal grant and is subject to renewal. The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.