BID/JOB ANNOUNCEMENT

Administrative Assistant III

Department of Transportation

Number of Positions: 2

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.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

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 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

• Enters, researches, complies, analyzes, and retrieves statistical and other data to prepare voucher for payment and administrative reports; creates, maintains, and updates databases, spreadsheets, files, and records accurately using various software packages
• Performs a wide variety of routine administrative support work, including, but not limited to drafting, editing, and formatting of complex and/or sensitive documents (i.e., meeting minutes, reports, and presentations)
• Reviews and analyzes payments and supporting documents; ensures payments are received, processed tracked and attached for comptroller
• Provides professional and courteous customer service; responds to email and system messages; provides accurate information regarding payment inquiries or complaints.
• 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
• Maintains basic accounting records for project related expenditures.
• Orders and maintains materials and supplies and resolves problems with vendors
• Responds to inquiries or complaints from the public and explains departmental policies
• Coordinates and distributes work on behalf of the supervisor to the staff engaged in performing a variety of clerical and customer service functions
• Verifies that work standards and clerical procedures are being followed and ensures that the standards are met
• Assists staff in resolving complex or sensitive operational work problems
• Prepares various work reports regarding expenditures, work operations and staff activities.
• Attends meetings in the absence of the supervisor
• May participate on task force committees to evaluate existing processes and recommend methods to improve systems.
• Work with a team in processing payments (vouchers, change orders) and other clerical duties as assigned.
• Could be asked on occasion to lead other staff members on the team.

Additional duties may be required for this position

Location: 2 N. LaSalle

Days: Monday - Friday

Hours: 8:30am – 4:30pm

THIS POSITION IS IN THE CAREER SERVICE

• Three years of administrative or secretarial experience, or an equivalent combination of training and experience.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass skills assessment tests and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The candidates that receive a passing score on the skills assessment test will be selected to interview for the position. Candidate(s) receiving a passing score on the test and possess the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected.

Preference will be given to candidates possessing the following:

• Previous work experience with FMPS/Oracle and Sharepoint
• Proficiency in Microsoft Word and Excel
• Previous work experience in customer service
• Previous work experience in a position involving administrative duties

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 and Military Friendly Employer.

City of Chicago Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner

Applications for this position will be accepted until 11:59 pm CDT on 03/29/2023