Job Number: 395133
Description
BID/JOB ANNOUNCEMENT
Administrative Assistant III
Department of Technology and Innovation
Number of Positions: 2 (Additional vacancies possible pending budget approval)
Salary: $58,956.00
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 and office management support functions for a city manager or supervises clerical and administrative office operations; and performs related duties as required.
ESSENTIAL DUTIES:
- Help manage calendar and correspondence of DTI Leadership team members
- 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.
- 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 may be required for this position.
Location: 2 N. LaSalle St., Chicago, IL 60602
Days: Monday-Friday
Hours: 8:00am to 4:00pm
THIS POSITION IS IN THE CAREER SERVICE
Qualifications
MINIMUM QUALIFICATIONS
Education, Training, and Experience
Three 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
- Previous work experience in payment processing and tracking
- Previous work experience in technology or cybersecurity field
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. The candidates that receive a passing score on the skills assessment test will be invited to interview for the position. Candidate(s) receiving a passing score on the test and possess the qualifications best suited to fulfill the responsibilities of the position, based on the interview, will be selected in seniority/lottery order.
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 6/18/2024
Job Posting: Jun 4, 2024, 12:01:00 AM | Closing Date (Period for Applying) - External: Jun 18, 2024, 11:59:00 PM
BU: 01 | Salary: $58,956.00 Pay Basis:Yearly