ADMINISTRATIVE ASSISTANT

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

Job summary

City of Chicago is hiring an Administrative Assistant for the Chicago Fire Department, Operations, at 3510 S Michigan Ave. This non-negotiable salary position runs Monday–Friday, 7:00 AM to 3:00 PM, with a single annual salary of $51,936.

It requires federal residency and AFSCME bargaining-unit eligibility and offers career-service benefits. The role supports a City manager, handles reports, forms, payroll, and staff supervision, and manages filing systems and public inquiries by phone, in

Qualifications

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

Responsibilities

• Compiles documents and data to prepare programmatic and administrative reports.
• Coordinates filing, invoices, vouchers, work orders and other document requests.
• Plans, assigns and supervises staff performing routine office and clerical work.
• Creates, formats and maintains spreadsheets and reports using various software packages.
• Transcribes legal documents and drafts responses for supervisor's signature.
• Maintains filing systems and updates tracking logs and databases.
• Organizes and prepares legal documents for submission to courts.
• Responds to public inquiries and directs staff and the public accordingly.
• Performs timekeeping and payroll functions for departmental employees.
• Maintains petty cash records and processes payment vouchers.

Skills

Administrative experience

Education

Diploma/Certificate in Office Administration

Associate's degree or higher

Job description

Job Description - ADMINISTRATIVE ASSISTANT (419572)

Administrative Assistant

Job Number: 419572

JOB/BID ANNOUNCEMENT

Chicago Fire Department

Operations

Number of Vacancies: 1 (Additional vacancies possible pending budget approval)

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.

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

• 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)
• Reviews 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
• Oversees 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 of 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
• 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

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Location: 3510 S Michigan Ave

Shift: Monday-Friday

Hours: 7:00 AM – 3:00 PM

Salary: $51,936/Annually (Non-negotiable)

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications

MINIMUM 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 from 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

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where theapplicant isenrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

SELECTION REQUIREMENTS

This position requires applicants to complete an exam and interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be selected.

Residency Requirement: All employees of the City must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

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

The City of Chicago is committed to providing fair chance hiring and welcomes applicants with past convictions, recognizing the value of a diverse workforce and the potential for growth and positive change.

City of Chicago

Please note, all positions with the City of Chicago close promptly at 11:59pm C.D.T. Applications for this position will be accepted from September 18, 2026, until 11:59p.m. C.D.T. on October 02, 2026. No exceptions will be made.