Description:

BID/JOB ANNOUNCEMENT

Administrative Assistant II

Office of the City Clerk

Number of Vacancies: 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, 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

• Answers telephones, responds to inquiries and directs calls

• Processes payment vouchers, benefits claim forms and travel and mileage reimbursement requests

• 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 be required to conduct point of sales transactions in person and via online sales

• And, other job-related duties as assigned

OFFICE OF THE CITY CLERK

Location: 121 N. LaSalle Street, RM 107, Chicago

Shift: Monday thru Friday

Hours: 9:00 AM-5:00 AM

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications:

MINIMUM QUALIFICATIONS :

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

SELECTION REQUIREMENTS

Selection Requirements: This position requires applicants to successfully pass a skills assessment test. Test results will be sent out by the Department of Human Resources after the results have been analyzed and compiled. Candidates that pass the skills assessment will be invited to interview for the position. The interviewed candidate(s) 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:

• Associate’s degree or higher

• Previous work experience communicating via email with internal and external customers

• Previous work experience performing administrative, secretarial, and front-line customer service duties in a large, fast paced organization

• Previous experience using data management software

• Previous cash handling experience

• Previous work experience with Microsoft Suite

Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applicants will be accepted.

Residency Requirement: All employees of the City 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 ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

Please note, all positions with the City of Chicago close promptly at 11:59pm. Applications for this position will be accepted from April 22, 2024, until 11:59 pm on May 06, 2024 . No exceptions will be made.

City of Chicago

Brandon Johnson, Mayor