ADMINISTRATIVE ASSISTANT S&C

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

Job summary

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

Qualifications

• 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.

Responsibilities

• 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.

Skills

Administrative duties

Customer service

Records management

Drafting responses

Education

Two years administrative experience

Office Administration program certificate

Associate's degree plus one year experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

ADMINISTRATIVE ASSISTANT S&C

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

Department of Administrative Hearings

Environmental Safety and Consumer Affairs Division

Number of Positions: 1

Additional vacancies are possible pending budget approval

Annual Starting Salary: $51,936

These positions are open to the general public and to all current city employees covered under the terms of the City's collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) - (BARGAINING UNIT #01, 03, 04, 05).

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

• Perform administrative, clerical and secretarial duties for the Environmental Safety and Consumer Affairs Division by receiving the public at kiosks.
• Provides 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.
• Communicates in person and by telephone with attorneys, respondents, and other Court facility personnel for providing general information regarding proceedings and forms.
• Maintains log sheets for all filed documents, distributing documents to other DOAH Divisions, Department Liaisons, Representatives and Corporation Counsel.
• Assists respondents when checking in for Administrative Hearings, filing motions to set aside and making hearing requests.
• Assures that hearing rooms are supplied and ready for use.
• Gathers daily paperwork generated in the hearing rooms and assures it is filed or delivered to the appropriate staff in the division.
• Assists in the process of default decisions and the intake and processing of new cases.
• Performs data entry by entering new cases into the Administrative Hearing Case Management (AHMS) database.
• Cross trains 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.

Additional duties may be required for this position.

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

Department of Administrative Hearings

740 N. Sedgwick Street

Chicago, IL 60654

Shift: Monday-Friday

Hours: 8:30a.m. to 4:30p.m.

(Shift may vary due to the needs of the operation)

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

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

OR

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.

OR

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

NOTE: To be considered for this position you must provide information about your educational background and/or work experience. You must include job titles, dates of employment and specific job duties. (If you are a current City employee, Acting Up cannot be considered). If you fail to provide this information at the time you submit your application, it will be incomplete, and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.

Educational & Employment Verification: Please be advised that if you are selected to be hired you must provide, upon request, with adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.

NOTE: A copy of your official transcripts and/or professional license, or training certificates will be required at the time of interview, if applicable.

Selection Requirements

This position requires applicants to successfully complete an interview which will include a universal assessment test. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected. The interviewed bidders possessing the qualifications best suited to fulfill the responsibilities of the position will be selected in seniority order according to the collective bargaining agreement.

Desired Skills

• Previous work experience performing administrative or secretarial duties.
• Previous work experience providing customer service in person, over the phone and via email.
• Previous work experience in records management, personnel procedures or record keeping.
• Previous work experience reviewing incoming correspondence and drafting responses to internal and external clients.
• Proficiency in Microsoft Word, Excel and Outlook.

For Information on our employees benefits please visit our benefits website at: https://www.chicago.gov/city/en/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at: https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resources 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.

To learn more about our hiring practices click here.

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.

City of Chicago

Brandon Johnson, Mayor