Description:

BID/JOB ANNOUNCEMENT

Administrative Assistant III

Chicago Fire Department

Number of Positions: 1

(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 and office management support functions for a city manager or supervises clerical and administrative office operations; and performs related duties as required.

ESSENTIAL DUTIES:

• Researches, compiles and analyzes data to prepare programmatic and administrative reports; relays and interprets management directives to staff

• Participates in the conduct of studies and special projects and prepares reports on findings

• Studies office operational processes and recommends procedural changes to improve efficiencies

• Creates and maintains databases and spreadsheets using various software packages

• Edits and proofreads documents and reports; drafts correspondence for supervisor’s signature

• Orders and maintains materials and supplies and resolves problems with vendors

• Responds to inquiries or complaints from the general public and explains departmental policies

• Researches costs and analyzes expenditures to assist in the preparation of the annual budget; maintains basic accounting and petty cash records for office related expenditures

• Assigns and reviews the work of staff engaged in performing a variety of clerical and customer service functions; coordinates office support services; establishes and implements work standards and clerical and administrative procedures and ensures standard are met

• Provides instruction and training to staff on work operations and evaluates their performance; prepares employee works schedules

• Assists staff in resolving complex or sensitive operational work problems; prepares various work reports regarding office expenditures, work operations and staff activities; interprets personnel policies and procedures to staff.

• Identifies and coordinates the archival, disposition and retrieval of department records; utilizes electronic records cataloging procedures

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Location: Chicago Fire Department – EMS Operations

EMS Field Division North EMS Field Division South

412 N. Kedzie 21 West 59 th Street

Chicago, IL 60612 Chicago, IL 60621

Hours: 8:00am – 4:00pm

Days: Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE

Qualifications:

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

SELECTION REQUIREMENTS

This position requires applicants to successfully PASS a written test and/or skills assessment test IN ORDER TO BE interviewed. The cut score of the test is subject to change based on standard statistical analysis of test results. The interviewed Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected by SENIORITY order and according to the CBA rules. The interviewed NON-Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.

Preference will be given to candidates possessing the following:

· Possession of an Associate’s degree or higher

· Previous experience working in a hospital setting

• Proficiency in the Microsoft Office programs PowerPoint, Word, SharePoint, and Excel

• Experience with record keeping and file management

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 07/09/24.