ADMINISTRATIVE ASSISTANT

City of Chicago; Chicago (IL); On-site; USD 47,000 - 57,000; Full time

Job summary

City of Chicago is seeking an Administrative Assistant to provide clerical and secretarial support for the Department of Administrative Hearings. You will greet the public at kiosks, process important documents, and handle inquiries from attorneys and court staff.

The role requires two years of relevant experience or a diploma/associate degree with one year of experience. Location is 400 W. Superior, Chicago, IL, with standard weekday hours.

Qualifications

• Two years of administrative, office assistant or secretarial experience.
• Diploma or a certificate of completion from a vocational or business education program in office administration, plus one year experience.
• Graduation from an accredited college with an associate degree or higher, plus one year experience.

Responsibilities

• Performs administrative, clerical and secretarial duties for the Consumer/Environment Division within the Department of Administrative Hearings by receiving the public at kiosks.
• Provides high volume, high level face-to-face customer service by processing legally binding, accurate and time-sensitive documents.
• Communicates in person and by telephone with attorneys, respondents and other Court facility personnel by providing general information regarding departmental proceedings and forms.
• Maintains log sheets for all filed documents; distributes documents to other DOAH divisions, departmental liaisons, representatives and Corporation Counsel.
• Assists respondents with checking in for Administrative Hearings, filing motions to set aside, and making hearing requests.
• Gathers daily paperwork generated in hearing rooms, assuring it is filed or delivered to the appropriate staff in the division.
• Enters data for new cases into the AHMS database.
• Rotates at Satellite Sites if needed.

Skills

Administrative experience

Clerical experience

Customer service

Education

Diploma or certificate of office administration

Associate degree or higher

Job description

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Job Description - ADMINISTRATIVE ASSISTANT (416983)

Job Description

ADMINISTRATIVE ASSISTANT

Job Number:

416983

Description

BID/JOB ANNOUNCEMENT

Administrative Assistant

Department of Administrative Hearings

Number of Positions: 1

Starting Salary: $51,936.00 annually

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.

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, 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

• Performs administrative, clerical and secretarial duties for the Consumer/Environment Division within the Department of Administrative Hearings (DOAH) by receiving the public at kiosks.
• Provides high volume, high level face-to-face customer service by processing legally binding, accurate and time-sensitive documents.
• Communicates in person and by telephone with attorneys, respondents and other Court facility personnel by providing general information regarding departmental proceedings and forms.
• Maintains log sheets for all filed documents; distributes documents to other DOAH divisions, departmental liaisons, representatives and Corporation Counsel.
• Assists respondents with checking in for Administrative Hearings, filing motions to set aside, and making hearing requests.
• Assures hearing rooms are supplied and ready for use and prepares office/hearing facility area for daily court proceedings.
• Assists Administrative Law Judges with general administrative clerical functions.
• Gathers daily paperwork generated in hearing rooms, assuring it is filed or delivered to the appropriate staff in the division.
• Assists in the processing of default decisions and the intake and processing of new cases.
• Enters data for new cases into the AHMS database.
• Cross trains to assist other divisions within the department and provides lunch relief for the second floor reception desk upon request.
• Assists customers with use of Language Line.
• Rotates at Satellite Sites if needed.

Additional duties may be required for this position.

Location:400 W. Superior, Chicago, IL 60654

Days:Monday through Friday

Hours: 8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

Two (2) years of administrative, office assistant or secretarial experience,

OR

a diploma or a 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 degree or higher, plus one (1) year of administrative, office assistant or secretarial experience.

SELECTION REQUIREMENTS

This position requires applicants to successfully complete an interview which will include auniversalassessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.

For Information on our employees benefits please visit our benefits website at:

For Information on our salary and title structure visit our classifications website at:

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.

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, Military Friendly, and Fair Chance Employer.

City of Chicago