SENIOR ADMINISTRATIVE ASSISTANT

City of Chicago; Chicago (IL); On-site; USD 53,000 - 72,000; Full time

Job summary

City of Chicago is seeking a Senior Administrative Assistant in the Office of the City Clerk. The role supports payment services, licensing, and permit processes, ensuring accurate records and smooth office operations.

Starting salary is $62,544 annually. The position requires strong customer service, leadership, and organizational skills, with expected 9:15 AM–5:15 PM hours, Monday through Friday, in Chicago, IL.

Qualifications

• Three (3) years of administrative, office assistant or secretarial experience.
• Diploma or certificate from a vocational/business program in office administration plus two (2) years of experience.
• Graduation from an accredited college with an associate degree plus one (1) year of experience.

Responsibilities

• Assists Payment Services staff with in-person sales of city stickers, parking passes, and dog licenses.
• Deescalates challenging interactions and maintains orderly office operations.
• Researches, compiles, and analyzes data for programmatic and admin reports.
• Relays management directives to staff and interprets them for teams.
• Conducts studies and special projects, and prepares findings reports.
• Prepares reports on office processes and recommends efficiency improvements.
• Creates and maintains databases and spreadsheets using various software.
• Schedules events and coordinates office support services.
• Reviews documents for applications, licenses and permits; coordinates staff activities.

Skills

Customer service

Leadership

Performance coaching

Organizational management

Problem solving

Cashiering

Education

3 years admin/clerical experience

vocational/business program in office administration

associate degree + 1 year admin experience

Job description

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant

Office of the City Clerk

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $62,544.00 annually

This position is open to the public and all current City employees covered under the City's collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) - BARGAINING UNIT 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

ESSENTIAL DUTIES

• Assists Payment Services Representative staff with in person sales of City stickers, residential daily parking passes, and dog licenses.
• Deescalates challenging interactions with customers and maintains orderly operations within the office.
• Researches, compiles, and analyzes data to prepare programmatic and administrative reports.
• Relays and interprets management directives to staff.
• Participates in the conduct of studies and special projects and prepares reports on findings.
• Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies.
• Creates and maintains databases and spreadsheets using various software packages.
• Schedules events, meetings and coordinates office support services.
• Acts as a specialist in the review and processing of documents for applications, licenses and permits for departmental programs or coordinates the activities of office staff performing these functions.
• Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules and regulations.
• Explains laws, rules and procedures for complying with or obtaining departmental programs or services.
• 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.
• Responds to inquiries or complaints from the general public and explains departmental policies.
• Oversees the maintenance of account records, posting of payments and collection of payments for department programs.
• Maintains basic accounting and petty cash records for office-related expenditures.
• Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions.
• Establishes and implements work standards and clerical and administrative procedures and ensures standards are met.
• Provides instruction and training to staff on work operations and evaluates their performance, as required.
• Reviews and reconciles clerical and data entry discrepancies.
• Assists staff in resolving complex or sensitive operational work problems.
• Supervises the maintenance, filing, scanning and storage of electronic and manual records.
• 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.
• Participates on task force committees to evaluate existing processes and recommend methods to improve systems.

Additional duties may be required for this position.

Location: 121 N. LaSalle St, Room 107, Chicago, IL 60602

Days: Monday through Friday

Hours: 9:15 AM to 5:15 PM

THIS POSITION IS IN THE CAREER SERVICE

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 customer service (face-to-face interaction)
• Strong leadership and team management
• Performance monitoring and coaching knowledge
• Organizational management
• Problem-solving and conflict resolution
• Cashiering, payment processing, and reconciling experience

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.

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/city/en/depts/fin/benefits-office.html

City of Chicago :: Classification and Pay Plan

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

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