ADMINISTRATIVE ASSISTANT

City of Chicago Department of Law; Chicago (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

City of Chicago Department of Law is seeking an Administrative Assistant to provide essential clerical and office support within the Torts and Building & License Enforcement divisions. Under general supervision, you will organize files, prepare reports, and coordinate forms and schedules.

Responsibilities include data entry, timekeeping and payroll tasks, maintaining filing systems, preparing documents for court submissions, and responding to public inquiries by phone, in person, or email.

Qualifications

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

Responsibilities

• 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 routine office assistance and general clerical work functions.
• 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).
• Review incoming correspondence and drafts standard responses for supervisor's signature.
• 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 on 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 general 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 expenditures.
• 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.

Skills

Administrative experience

Clerical skills

Payroll knowledge

Education

Office Administration diploma

Associate degree or higher

Job description

Job Description - ADMINISTRATIVE ASSISTANT (419973)

Job Description

ADMINISTRATIVE ASSISTANT

Job Number:

419973

Description

BID/JOB ANNOUNCEMENT Administrative Assistant Department of Law Division(s) Torts, Building & License Enforcement Number of Positions: 2 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

Building & License Enforcement: Receive, organize, create and file case files by year and case number; types of names and addresses into database and summons and return affidavits; organizes and compiles documents for delivery to court; Fills out delivery request forms for case filings.

Torts: Assisting attorneys with case files and data, document preparation, participating in scheduling conferences, and keeping a calendar of court dates. Perform a variety of administrative and clerical tasks in support of the division.

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)
• Review 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 on 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 general 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 expenditures
• 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

Additional duties may be required for this position

Location:2 N. La Salle Street((1) Torts or Building & (1) License Enforcement Division)

Days:Monday – Friday

Hours:9:00am – 5:00pm

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

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

Should the above criteria not be fulfilled, the following options are acceptable:

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. Interviewed bid applicants possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected in seniority order according to the collective bargaining agreement. The interviewed non-bidder candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise 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. The 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 for 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 in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer. City of Chicago

Job Posting

Sep 24, 2026, 5:00:00 AM | Closing Date (Period for Applying) - External : Oct 9, 2026, 4:59:00 AM