Administrative Assistant III 

Job Number:

380618

Description

BID/JOB ANNOUNCEMENT

Administrative Assistant III

Business Affairs and Consumer Protection

Number of Positions: 2 (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.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

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, clerical, and secretarial duties for a city manager; and performs related duties as required. This position is works in office and regularly interacts with the public and other staff.

ESSENTIAL DUTIES

• Reviews and processes permit and license applications and related documents in a high-volume customer flow public environment.
• Responds to questions, inquiries, and complaints from the general public.
• Explains departmental policies and procedures to the general public and other staff.
• Reads and reviews documents for authenticity
• Identifies errors and inconsistencies in documents (paper and electronic)
• Works in various department computer databases
• Reads and reviews information entered in department computer databases and paper files
• Enters new or updated data and information into computer databases and in paper files
• Follows supervisory direction and interprets management directives
• Organizes documents and files for filing and imaging, files documents as needed.
• Studies office operational processes and recommends procedural changes to improve efficiencies
• Coordinates with co-workers and supervisors regarding scheduling and fulfilling needed tasks and duties
• Reviews the work of staff engaged in performing a variety of clerical and customer service functions
• Coordinates office support services
• Applies department work standards, clerical, and administrative procedures to ensure department standards are met
• Prepares various work reports regarding work operations and staff activities.

Additional duties may be required for this position.

Location: BACP

Address: 2350 W. Ogden, 1st Floor, Chicago, IL OR City Hall, Rm 800, Chicago, IL

Shift Hours: 8:30am to 4:30pm OR 9:00am to 5:00pm

Annual Salary: $57,240 (non-negotiable)

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

MINIMUM QUALIFICATIONS

Three (3) years of administrative or secretarial experience, or an equivalent combination of training and experience.

Selection Criteria

This position requires applicants to successfully pass a skills assessment test and complete an interview. Test results will be sent out by the Department of Human Resources after 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, will be selected.

Preference will be given to candidates possessing the following:

• Associates degree or higher
• Previous experience providing customer service in a high-volume public environment.
• Previous experience interpreting policies and procedures to the public
• Proficiency with MS Office
• Previous experience reviewing documents for accuracy
• Previous experience working in a legal setting (i.e., law firm, labor relations, etc.)
• Ability to speak, read, and/or write fluently in any language other than English

Residency Requirement: All employees of the City of Chicago must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required. 

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 Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner

Please note, all job postings with the City of Chicago close promptly at 11:59pm C.D.T. Applications for this position will be accepted from April 28, 2023, until 11:59p.m. C.D.T. on May 19, 2023. No exceptions will be made.

Job Posting

: Apr 28, 2023, 5:00:00 AM | 

Closing Date (Period for Applying) - External

: May 20, 2023, 4:59:00 AM

BU: 04 | Salary: $57,240 

Pay Basis

:Yearly

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