ADMINISTRATIVE ASSISTANT

City of Chicago Department of Law; Chicago (IL); On-site; USD 40,000 - 56,000; Full time

Job summary

The City of Chicago Department of Transportation, Division of Infrastructure Management, is seeking an Administrative Assistant to support daily office operations, act as a liaison among internal teams and external partners, and prepare routine programmatic reports.

The role requires 2 years of relevant experience, with options for vocational or associate-level qualifications. This is a full-time, on-site position with a standard Monday–Friday schedule.

Qualifications

• Two years of administrative, office assistant or secretarial experience.
• Diploma or certificate from a vocational or business program in Office Administration with one year of administrative experience.
• Associate’s degree or higher with one year of administrative experience.

Responsibilities

• Keep daily office routines organized, efficient, and productive.
• Serve as the primary contact for internal teams and external visitors.
• Compile documents and obtain data to prepare programmatic and administrative reports.
• Coordinate and monitor processing of forms, invoices, vouchers, and court files.
• Plan and coordinate staff activities performing routine clerical work.
• Create and maintain spreadsheets and reports using software packages.
• Review drafts or transcribe legal documents (briefs, settlements, etc.).
• Review incoming correspondence and draft standard responses.

Skills

Administrative experience

Secretarial experience

Interpersonal communication

Education

Associate’s degree or higher

Diploma or certificate in Office Administration

Job description

Job Description - ADMINISTRATIVE ASSISTANT (419914)

Job Description

BID/JOB ANNOUNCEMENT

Administrative Assistant

CHICAGO DEPARTMENT OF TRANSPORTATION

Division of Infrastructure Management

Number of Positions: 1

Job Number: 419914

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

Responsibilities

• Responsibilities include keeping daily office routines organized, efficient, and productive
• Acting as the primary point of contact for internal teams and external visitors, bridging the gap between management, employees, and other agencies
• 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 coordinates 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 device and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
• Reviews incoming correspondence and drafts standard responses for supervisor's signature

Additional duties may be required for this position.

Days: Monday-Friday

Hours: 7:30am - 3:30pm

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

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

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

• A diploma or a certificate of completion form a vocational or business education program in Office Administration, plus one (1) year 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

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. 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.

Application evaluation will be based on the 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.