Administrative Assistant for City Hearings & Records

City of Chicago; Chicago (IL); Vor Ort; USD 47.000 - 57.000; Vollzeit

Zusammenfassung

City of Chicago is seeking an Administrative Assistant for the Environmental Safety and Consumer Affairs Division. The role supports a City manager, handles high-volume customer service at kiosks, processes hearing-related documents, and maintains logs.

Proficiency in Word, Excel, and Outlook is expected along with strong clerical skills. The position requires two years of admin/secretarial experience or an appropriate diploma/certificate plus one year of experience, with eligibility for career

Qualifikationen

• Two (2) 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 (1) year of administrative, office assistant or secretarial experience.
• Graduation from an accredited college with an Associate's degree, plus one (1) year of administrative, office assistant or secretarial experience.

Aufgaben

• Perform administrative, clerical and secretarial duties for the Environmental Safety and Consumer Affairs Division by receiving the public at kiosks.
• Provide high volume, high-level, face-to-face customer service by processing legally binding, accurate and time-sensitive documents, i.e., hearing related requests via the City of Chicago ordinance.
• Communicate in person and by telephone with attorneys, respondents, and other Court facility personnel for providing general information regarding proceedings and forms.
• Maintain log sheets for all filed documents, distributing documents to other DOAH Divisions, Department Liaisons, Representatives and Corporation Counsel.
• Assist respondents when checking in for Administrative Hearings, filing motions to set aside and making hearing requests.
• Assure that hearing rooms are supplied and ready for use.
• Gather daily paperwork generated in the hearing rooms and assure it is filed or delivered to the appropriate staff in the division.
• Assist in the process of default decisions and the intake and processing of new cases.
• Perform data entry by entering new cases into the Administrative Hearing Case Management (AHMS) database.
• Cross train to assist with other divisions within the department and provide lunch relief for the second-floor reception desk upon request.
• Assist customers with the use of Language Line.
• Rotates at Satellite Sites when needed.
• Retrieves case records.

Kenntnisse

Administrative duties

Customer service

Records management

Drafting responses

Ausbildung

Two years administrative experience

Office Administration program certificate

Associate's degree plus one year experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Jobbeschreibung

City of Chicago is seeking an Administrative Assistant for the Environmental Safety and Consumer Affairs Division. The role supports a City manager, handles high-volume customer service at kiosks, processes hearing-related documents, and maintains logs.

Proficiency in Word, Excel, and Outlook is expected along with strong clerical skills. The position requires two years of admin/secretarial experience or an appropriate diploma/certificate plus one year of experience, with eligibility for career