City of Chicago ADMINISTRATIVE ASST III in Chicago, Illinois

Description:

BID/JOB ANNOUNCEMENT

Administrative Assistant III

Department of Fleet and Facility Management

This position is open to the general public and to all current city employees covered under the terms of the City’s collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES COUNCIL 31 (Bargaining Units 1, 3, 4, 5)

IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID ONLY SITE AT: www.cityofchicago.org/CAREERS

(Once the website opens, scroll down and click on the button titled "Bid Opportunities.")

IN ADDITION, YOU MUST CHECK THE BOX ON THE CAREERS APPLICATION TITLED "ALREADY EMPLOYED BY THIS COMPANY", CORRECTLY ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND CORNER OF YOUR PAY CHECK STUB LABELED "PAYEE/EMPLOYEE NUMBER." (NO OTHER FORMAT OR SYSTEM CAN BE USED TO OBTAIN YOUR EMPLOYEE NUMBER).

FAILURE TO CHECK THE "ALREADY EMPLOYED BY THE COMPANY" BOX, ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION.

Number of positions: 1

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:

Creates and maintains databases and spreadsheets using various software packages

Edits and proofreads documents and reports

Drafts correspondence for supervisor’s signature

Assists staff in resolving complex or sensitive operational work problems

Prepares various work reports regarding office expenditures, work operations and staff activities

Attends meetings in the absence of the supervisor

May participate on task force committees to evaluate existing processes and recommend methods to improve systems

Additional 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

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

Interprets personnel policies and procedures to staff

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: 1685 North Throop

Days: Monday through Friday

Hours: 8:00 a.m. to 4:00 p.m.

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.

Education & Employment Verification - Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.

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.

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.

SELECTION REQUIREMENT:

This position requires applicants to complete a skills assessment and an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The interviewed candidate(s) receiving a passing score on the skills assessments and possessing the qualifications best suited to fulfill the responsibilities of the position will be selected. Bidders will be hired in seniority order according to the contract.

Preference will be given to candidates possessing the following:

  • Proficiency in Microsoft Excel and Outlook

  • Proficiency in Adobe Acrobat

  • Proficiency in report writing

VETERANS PREFERENCE NOTE : The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering “yes” or “no” to the question on the online application that asks, “Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?” In addition, you must attach documentation to verify your military service. For veterans, you must attach a copy of your DD214 (Member Copy-4) to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference.

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 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.

If you would like to request a reasonable accommodation due to disability or pregnancy in order to participate in the application process , please contact the City of Chicago, Department of Human Resources, at 312-744-4976 (voice) or 312-744-5035 (TTY). Please be prepared to provide information in support of your reasonable accommodation request.

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.

City of Chicago Department of Human Resources

Rahm Emanuel, Mayor Soo Choi, Commissioner