ADMINISTRATIVE ASSISTANT

City of Chicago; Chicago (IL); On-site; USD 46,742 - 57,129; Full time

Job summary

The City of Chicago is hiring an Administrative Assistant for the Civilian Office of Police Accountability (COPA). The role requires handling communications, scheduling meetings, and managing administrative support, among other essential duties.

Candidates should have at least two years of relevant experience or an educational background in Office Administration. This role offers a starting salary of $51,936.00 and is governed by collective bargaining agreements.

Qualifications

• Minimum of two years of administrative or office assistant experience.
• Diploma or certificate in Office Administration or relevant degree.
• Ability to manage office supplies and equipment.

Responsibilities

• Answer and direct calls and emails.
• Assist in managing fleet of vehicles.
• Coordinate meetings and maintain calendars.
• Prepare communications and reports.

Skills

Administrative support

Communication

Data management

Scheduling

Education

Diploma or certificate in Office Administration

Associate's degree

Job description

ADMINISTRATIVE ASSISTANT

Job Number: 416876

Department: Civilian Office of Police Accountability (COPA)

Unit: Investigations

In the Career Service.

Shift: Monday through Friday

Hours: 9:00 am – 5:00 pm

Days Off: Saturday and Sunday

Starting Salary: $51,936.00

ESSENTIAL DUTIES

• Answers, screens, and directs calls/emails and responds to inquiries (internal and external).
• Assists with the management of COPA's fleet of vehicles.
• Maintains tracking spreadsheets, databases, and filing systems.
• Maintains calendars and schedules; coordinates meetings.
• Prepares communications such as memos, emails, reports, meeting notes, and other correspondence.
• Completes and processes forms and requests.
• Serves as timekeeper backup for COPA.
• Liaises with other members of the administrative team to handle requests from supervisors and senior team members.
• Distributes office mail.
• Provides general support for visitors.
• Assists in processing transactions within City of Chicago and COPA databases.
• Assists COPA supervisors and senior team members in tracking work assignments, deadlines, scope of assignment, and related details.
• Assists with retrieval and preparation of records from files.
• Maintains and manages equipment and office supply inventory.
• Performs related clerical, administrative and special project duties as required.

Additional duties may be required for this position.

QUALIFICATIONS

Minimum Qualifications

• Two (2) years of administrative, office assistant or secretarial experience.
• Or: A diploma or certificate of completion from a vocational or business education program in Office Administration, plus one (1) year of administrative, office assistant or secretarial experience.
• Or: Graduation from an accredited college with an associate's degree, plus one (1) year of administrative, office assistant or secretarial experience.

Selection Requirements

This position requires applicants to complete an interview, which will include a universal skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected. Selected Bidders will be hired in seniority order according to the collective bargaining agreement.

EEO & DIVERSITY

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

All references to political sponsorship or recommendation must be omitted from all application materials submitted for city employment.