ADMINISTRATIVE ASSISTANT

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required

Essential Duties :

• Compiles documents and obtains data from various sources to prepare programmatic and administrative reports.
• Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets).
• Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required.
• Creates, formats, and maintains spreadsheets and reports using various software packages.
• Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements).
• Reviews incoming correspondence and drafts standard responses for supervisor's signature.
• Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors.
• Oversee the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases.
• Organizes and prepares legal documents for submission to the courts.
• Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures.
• Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the public and staff accordingly.
• Performs timekeeping and payroll functions for departmental employees.
• Maintains personnel and time records.
• Relays directives and distributes information to staff as directed.
• Prepares a variety of statistical, operating, ad hoc and performance reports.
• Performs various clerical duties to relieve supervisor of administrative and clerical detail.
• Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance.
• Processes payment vouchers, travel and mileage reimbursement requests
• Maintains account records, verifies the posting of payments and collects payment for department programs.
• Trains and instructs staff in office and clerical operations and departmental rules and policies.
• Maintains petty cash records to track office expenditure.
• Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required.
• Reviews and evaluates staff work performance, as required.
• Processing/modifying releases and receipts for encumbrance and payments.

THIS POSITION IS IN THE CAREER SERVICE

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. To learn more about our hiring practices click here.

Brandon Johnson, Mayor