City of Chicago

About City of Chicago

ADMINISTRATIVE ASSISTANT III Job Number: 333788 Description ADMINISTRATIVE ASSISTANT III BID/JOB ANNOUNCEMENT DEPARTMENT OF LAW Building & License Enforcement (BLE) Division This position is open to the general public and to all current city employees covered under the terms of the City's collective bargaining agreement with the American Federation of State, County, and Municipal Employees Union - AFSCME (BARGAINING UNITS 1, 3, 4, & 5). Attention AFSCME members in Bargaining Units 1, 3, 4, & 5: When submitting your bid application for this position, please select 01-AFSCME from the Bargaining Unit drop-down menu as it is the only option for AFSCME members. IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID ONLY SITE AT: www.cityofchicago.org/CAREERS (Once the website opens, scroll down and click on the button titled “Bid Opportunities.”) IN ADDITION, YOU MUST CHECK THE BOX ON THE CAREERS APPLICATION TITLED "ALREADY EMPLOYED BY THIS COMPANY", CORRECTLY ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND CORNER OF YOUR PAY CHECK STUB LABELED “PAYEE/EMPLOYEE NUMBER.” (NO OTHER FORMAT OR SYSTEM CAN BE USED TO OBTAIN YOUR EMPLOYEE NUMBER). FAILURE TO CHECK THE “ALREADY EMPLOYED BY THIS COMPANY” BOX, ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION. Number of Vacancies: 1 Under general supervision, the class performs administrative and office management support functions for a city manager, or supervises clerical and administrative office operations; and performs related duties as required. ESSENTIAL DUTIES Creates, maintains and updates databases, spreadsheets, files, court filings and records accurately using various software packages Generates computer reports and/or spreadsheets Performs a variety of administrative work, including but not limited to drafting, editing and formatting various documents, correspondence, reports, records, forms, memos and legal documents Compiles information for reports, copying documents, filing/retrieving files, faxing information and maintaining logs Relays and interprets management directives to staff Answers the telephone, email and system messages Responds to inquiries or complaints from the general public and other client departments Coordinates meetings and meeting space at the direction of supervisor Warehouses and retrieves files Assists in assessing policies in order to create more efficient processes Creates, plans, and organizes the implementation of new processes NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class. LOCATION: Department of Law ADDRESS: 30 N. LaSalle Street, Suite 700, Chicago, IL 60602 HOURS & SHIFT: Monday through Friday (9:00 am to 5:00 pm with a 60 minute lunch period) DAYS OFF: Saturday and Sunday THIS POSITION IS IN THE CAREER SERVICE. Qualifications Three years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience. Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctor degree program. Preference will be given to candidates possessing the following: A Bachelor’s Degree Previous administrative/secretarial work experience Previous work experience in payment processing and tracking Previous work experience maintaining and generating reports Previous customer service experience Proficiency with Microsoft Office Suite SELECTION REQUIREMENTS This position requires applicants to successfully pass a skills assessment test and complete an interview, which will include a written exercise. Test results will be sent out by the Department of Human Resources after test results have been compiled and analyzed. Applicants who receive a passing score on the test will be selected to interview. The interviewed candidate(s) receiving a passing score on the test and 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 for hire. If you are a bidder, you will be selected in seniority order according to the collective bargaining agreement. NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment, and specific job duties. (If you are a current City employee, Acting Up cannot be considered.) If you fail to provide this information at the time you submit your application, it will be incomplete and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields. NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of interview, if applicable. Education & Employment Verification - Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired. VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering “yes” or “no” to the question on the online application that asks, “Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?” In addition, you must attach documentation to verify your military service. For veterans, you must attach a copy of your DD214 (Member Copy-4) to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference. Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applications will be accepted. Residency Requirement: All employees of the City of Chicago must be actual residents of the City of Chicago as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required. If you would like to request a reasonable accommodation due to disability or pregnancy in order to participate in the application process, please contact the City of Chicago, Department of Human Resources, at 312-744-4976 (voice) or 312-744-5035 (TTY). Please be prepared to provide information in support of your reasonable accommodation request. ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT. City of Chicago is an Equal Employment Opportunity and Military Friendly Employer. City of Chicago Department of Law Department of Human Resources Lori Lightfoot Mark A. Flessner Soo Choi Mayor Corporation Counsel Commissioner Please note, all positions with the City of Chicago close promptly at 11:59 pm Central Standard Time (CST). Applications for this position will be accepted until 11:59 pm Central Standard Time (CST) on February 25, 2020. No exceptions will be made. Job Posting: Feb 11, 2020, 12:01:00 AM | Closing Date (Period for Applying) - External: Feb 25, 2020, 11:59:00 PM BU: 01 | Salary: $51,732.00 Pay Basis:Yearly

Synonyms

Technologies (from Job Ads)

Hiring Locations

Headquarters

Loading map...

Company Info

Company Type: Government

Company Size: 51 - 250

Job Ad Metrics

Job Ads found: 1512

Job Ads per Month: 30.9

Hiring Locations: 4

Data Info