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Description:

BID/JOB ANNOUNCEMENT

Administrative Assistant II

Department of Business Affairs and Consumer Protection

Number of Positions: 2 (Additional vacancies possible pending budget approval)

Salary: $48,960.00

This position is open to current AFSCME BIDDERS * *AND * the PUBLIC.  Only 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 * are considered BIDDERS and are eligible to bid.  Qualified BIDDERS who properly submit a bid application will receive preference over any non-bidders.*

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.

ESSENTIAL DUTIES:

· Compiles documents and obtains data from various sources to prepare programmatic and administrative reports

· Creates and maintains spreadsheets and formats and types reports using various software packages

· Reviews incoming correspondence and drafts standard responses for supervisor’s signature;

· Proofreads documents and correspondence submitted for supervisor’s review

· Maintains supervisor’s appointment calendar and schedules and organizes meetings

· Answers telephones, responds to inquiries and directs calls

· Orders office supplies and coordinates equipment repair and maintenance; processes payment vouchers, benefits claim forms and travel and mileage reimbursement requests

· Maintains petty cash records to track office expenditures

· Maintains personnel and time records for section employees

· Organizes and maintains program records and office files

· Explains program procedures and departmental policies to the general public and staff

· Relays directives and distributes information to staff as directed

· Performs various clerical duties to relieve supervisor of administrative and clerical detail.

· May supervise staff performing routine clerical functions; may participate in the conduct of special projects and studies to improve the efficiency of administrative operations.

*Location: * 2350 W. Ogden Ave. & 121 N. LaSalle St.

Days: Monday-Friday

Hours: 8:30am to 4:30pm

THIS POSITION IS IN THE CAREER SERVICE

Qualifications:

MINIMUM QUALIFICATIONS

Education, Training, and Experience

Two years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.

Preference will be given to candidates possessing the following:

· ​​Proficiency in Microsoft Office  

· Previous experience with data entry  

· Previous office management experience

· Previous customer service experience

SELECTION REQUIREMENTS

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 analyzed and compiled. 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 interview, will be selected for hire. If you are a bidder, you will be selected in seniority order according to the collective bargaining agreement.

NOTE: * To be considered for this position you must provide information about your educational background and your work experience.   *You must include job titles, dates of employment, and specific job duties.   (If you are a current City employee, Acting Up cannot be considered.)  If you fail to provide this information at the time you submit your application, it will be incomplete, and you will not be considered for this position.  There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields. *   *

* *

*NOTE:  * You must provide your transcripts or diploma, professional license, or training certificates at time of processing, if applicable.  You must also provide your valid U.S. driver's license at time of processing. * *

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

Brandon Johnson, Mayor

Applications for this position will be accepted until 11:59 pm CDT on 7/6/202 4