Senior Administrative Assistant

City of Chicago Law Department; Chicago (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Chicago Law Department is seeking an experienced administrative professional to support a City manager or supervise staff in legal office operations. The role emphasizes organization, coordination, and efficient clerical handling in a busy department.

Responsibilities include managing IT requests, coordinating with the Director of IT, maintaining inventories, preparing programmatic and administrative reports, and drafting supervisor-approved correspondence.

Qualifications

• Three years of administrative, office assistant or secretarial experience.
• Diploma or certificate in office administration, plus two years of administrative, office assistant or secretarial experience.
• Graduation from an accredited college with an associate degree, plus one year of administrative, office assistant or secretarial experience.

Responsibilities

• Monitors DOL warehouse requests and facilities coordination within Administrative Services.
• Triages IT requests with the Director of IT and Programmer/Analyst in DOL IT email queue.
• Provides basic IT troubleshooting instructions using guides and FAQs.

Skills

Oral and written communication

Problem solving

Interpret technical information

Basic IT troubleshooting

Education

Diploma or certificate in office administration

Associate degree

Job description

Under general supervision, performs administrative and office management support functions of a complex nature for a City manager, OR supervises staff performing office, clerical and/or administrative functions, and performs related duties as required.

ESSENTIAL DUTIES

• Monitors Department of Law (DOL) warehouse requests and facilities coordination within the Administrative Services division.
• Collaborates with the Director of IT and Programmer/Analyst in DOL to manage and triage incoming requests to DOL IT email queue, and ensures issues are directed to the appropriate resources.
• Provides instructions to staff on basic IT troubleshooting using reference guides and FAQs developed by DOL IT that includes step-by-step instructions.
• Monitors the DOL IT email inbox, answers phone calls from staff, and may assign issues to DOL IT staff.
• Assists DOL IT with inventory, including updating inventory Excel spreadsheets.
• Submits IT invoices to the City’s financial payment system, FMPS.
• Performs data entry.
• Creates and maintains databases and spreadsheets using various software packages.
• Researches, compiles, and analyzes data to prepare programmatic and administrative reports.
• Audits work and program records to ensure compliance with required protocols.
• Edits and proofreads documents and reports.
• Drafts correspondence for supervisor's signature.
• Orders and maintains materials and supplies and resolves problems with vendors.
• Supervises the maintenance, filing, scanning and storage of electronic and manual records.
• Relays and interprets management directives to staff.
• Prepares various work reports regarding office expenditures, work operations, and staff activities.
• Interprets personnel policies and procedures to staff.
• Attends meetings in the absence of the supervisor.
• Performs special projects as assigned.

Additional duties may be required for this position.

Location: 2 N. LaSalle St, Chicago, IL 60602

Days: Monday through Friday

Hours: 9:00 AM to 5:00 PM

QUALIFICATIONS

• Three (3) 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 two (2) years of administrative, office assistant or secretarial experience,

OR

• graduation from an accredited college with an associate degree, plus one (1) year of administrative, office assistant or secretarial experience.

DESIRED SKILLS

• Strong oral and written communication skills
• Problem solving skills
• Ability to interpret technical information
• Familiarity with basic IT troubleshooting

SELECTION REQUIREMENTS

This position requires applicants to successfully complete an interview which will include a universal assessment and a written exercise and/or skills assessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.