STAFF ASST

City of Chicago Department of Law; Chicago (IL); On-site; USD 52,000 - 70,000; Full time

Job summary

City of Chicago seeks an administrative support professional to assist the Executive Administration Division. Responsibilities include organizing confidential files, managing inquiries, and ensuring smooth office operations.

The role requires calendar management, note-taking at meetings, and preparing materials using PowerPoint and Excel. Candidates should have a related Bachelor's degree or equivalent admin experience and strong MS Office skills.

Qualifications

• Bachelor’s degree or higher in Business Administration, Public Administration or related field plus one year of administrative experience
• Alternatively: Five years of administrative work experience
• Alternative: Associate’s degree in Business/Public Administration or related field plus three years of administrative work experience

Responsibilities

• Implement and organize division practices and procedures, manage confidential files and filing systems, and route inquiries to appropriate staff for smooth operations.
• Maintain calendars, schedule appointments, prepare documents, take notes at meetings, and inform staff of upcoming commitments using MS Office tools.
• Prepare status reports, relay information to team members, and ensure timely communication on projects and assignments.

Skills

Customer service

Scheduling

Communication

Education

Bachelor's degree in Business Administration/Public Administration or related field

Associate’s degree + 3 years of admin work

Five years of administrative work experience

Tools

Microsoft Office Suite

Outlook

PowerPoint

Excel

Job description

DEPARTMENT OF FAMILY AND SUPPORT SERVICES (DFSS)

Executive Administration Division

Number of Positions: 1

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.

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Under direction, assists in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance; and performs related duties as required.

ESSENTIAL DUTIES

Implement administrative and organizational practices and procedures for the division, such as developing, preparing, organizing, maintaining, and storing the division’s confidential files, documents, and filing system, managing inquiries, and using judgment to ensure the appropriate team members are informed of operations and the office runs smoothly and efficiently

Maintain calendars, schedule appointments, prepare documents, serve as a note taker at meetings and events, and brief employees in advance of meetings and appointments by using Microsoft software products, Outlook/Office Suite and other scheduling and meeting tools to avoid scheduling conflicts and to prepare for meetings

Relay requests for information and directives to departmental staff, and provide status reports to ensure all team members are informed and kept abreast of projects/assignments

Relieve division staff of administrative, clerical, and office functions, such as filing, organizing, ordering office supplies, formatting document lists, mail merges using Microsoft software, and other related clerical functions

Maintain confidentiality of all materials, specifically personnel forms and human resources documents to maintain integrity and to comply with rules and policies

Prepare materials including financial charts and presentations for training and reports using Microsoft PowerPoint and Excel

Work on special projects and handle special assignments

May assist with the travel request process for the department, including compiling travel documents, uploading information into the city’s system, making travel and hotel arrangements, and preparing paperwork for travel reimbursements

Assist with time and attendance processes, including reviewing edit forms for accuracy and completion, entering data into the city’s system, generating reports, responding to inquiries, and filing documents

Additional duties may be required for this position.

Graduation from an accredited college or university with a Bachelor's degree or higher in Business Administration, Public Administration or a related field, plus one (1) year of administrative experience

Should the above criteria not be fulfilled, the following options are acceptable:

• Five (5) years of administrative work experience
• Graduation from an accredited college with an Associate’s degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience

NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of processing, if applicable.

SELECTION REQUIREMENTS:

This position requires applicants to complete a writing exercise as part of the oral interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected. Selected Bidderswill be hired in seniority order according to the collective bargaining agreement.

Preference will be given to candidates possessing the following:

Demonstrated work experience managing multiple projects/tasks

Experience with customer service/communicating with a variety of people

Experience with scheduling meetings and events and responding to inquiries

Previous work experience maintaining and generating reports

Previous work experience writing responses and correspondence

Proficiency with Microsoft Office Suite

For Information on our benefits website at:

For Information on our salary and title structure visit our classifications website at:

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

Job Posting

Oct 16, 2026, 4:07:46 PM | Closing Date (Period for Applying) - External : Oct 31, 2026, 4:59:00 AM