STAFF ASST

City of Chicago; Chicago (IL); On-site; USD 58,000 - 79,000; Full time

Job summary

City of Chicago in the Department of Family and Support Services (DFSS) seeks a Staff Assistant in the Executive Administration Division to support division operations, maintain confidential files, and help ensure the office runs smoothly and efficiently.

The position involves calendar management, scheduling, note-taking at meetings, preparing documents and presentations, and assisting with travel requests, timekeeping, and reporting using Microsoft Office Suite.

Qualifications

• 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
• 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: transcripts, diploma or licenses may be required at processing

Responsibilities

• Maintain confidential files and filing system; manage inquiries to keep the office running smoothly
• Maintain calendars, schedule appointments, and take notes at meetings using Microsoft Office
• Relay requests for information and provide status reports to the team
• Relieve division staff of clerical functions such as filing, organizing, and ordering supplies
• Prepare materials including financial charts and presentations using PowerPoint and Excel
• Assist travel request process, including documents and reimbursements
• Assist with time and attendance processes, entering data and generating reports

Skills

Communication

Project management

Customer service

Scheduling meetings

Report generation

Writing responses

Education

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

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

Tools

Microsoft Office Suite

Job description

STAFF ASSISTANT

Job Number: 416513

STAFF ASSISTANT

DEPARTMENT OF FAMILY AND SUPPORT SERVICES (DFSS)

Executive Administration Division

Number of Positions: 1

Additional vacancies pending budget approval possible

Starting Annual Salary: $68,616

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

• 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.

Location: Department of Family and Support (DFSS)

Executive Administration Division

1615 W. Chicago Ave

Days: Monday - Friday

Hours: 9:00AM - 5:0P M

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

Education, Training, and Experience

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 Bidders will 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 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:

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. 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

Salary: $68,616.00

Pay Basis: Yearly