Administrative Assistant: Data, Records & Reporting

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

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