Legal Administrative Assistant - Courts & Licensing

City of Chicago Department of Law; Chicago (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

City of Chicago Department of Law is seeking an Administrative Assistant to provide essential clerical and office support within the Torts and Building & License Enforcement divisions. Under general supervision, you will organize files, prepare reports, and coordinate forms and schedules.

Responsibilities include data entry, timekeeping and payroll tasks, maintaining filing systems, preparing documents for court submissions, and responding to public inquiries by phone, in person, or email.

Qualifications

• Two (2) years of administrative, office assistant or secretarial experience.
• A diploma or a certificate of completion form(s) 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.

Responsibilities

• 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 routine office assistance and general clerical work functions.
• 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).
• Review incoming correspondence and drafts standard responses for supervisor's signature.
• Oversee 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 on 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 department programs.
• 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.

Skills

Administrative experience

Clerical skills

Payroll knowledge

Education

Office Administration diploma

Associate degree or higher

Job description

City of Chicago Department of Law is seeking an Administrative Assistant to provide essential clerical and office support within the Torts and Building & License Enforcement divisions. Under general supervision, you will organize files, prepare reports, and coordinate forms and schedules.

Responsibilities include data entry, timekeeping and payroll tasks, maintaining filing systems, preparing documents for court submissions, and responding to public inquiries by phone, in person, or email.