Administrative Assistant To Deputy Corporation Counsel

DEPARTMENT OF LAW

Aviation, Environmental, Regulatory & Contracts (AERC) Division

Number of Vacancies: 1

The City of Chicago Department of Law is seeking an Administrative Assistant to the Deputy Corporation Counsel for the AERC Division.

The AERC Division contains three groups:
Aviation, Contracts, and Regulatory/Litigation. Division attorneys handle a wide variety of matters including litigation, prosecutions, and transactional ones. Some of the essential duties of this position include, but are not limited to:

• Using Microsoft Office including but not limited to Word, PowerPoint, and Excel to prepare correspondence, memoranda, reports, presentations, spreadsheets, and other documents.
• Using case management system to compile statistical reports.
• Managing settlement check payment process.
• Preparing and submitting expense reimbursements for division personnel.
• Supervising administrative staff.
• Ordering office supplies for the division.
• Organizing and maintaining confidential paper and electronic files, including warehousing of paper files.
• Screening telephone calls and visitors, scheduling appointments, and organizing meetings.
• Liaising with and responding to inquiries from other Departments of Law Divisions and other City Departments, as well as the general public, city officials, governmental agencies, and others.
• Coordinating travel arrangements, including but not limited to coordinating with DOL administration, OBM, and others, making travel arrangements, and preparing internal documentation relating to travel.
• Serving as the division point person on administrative tasks, including but not limited to time allocations, and the division’s go‑to person for administrative problems, questions, and concerns.
• Verifying and maintaining the time‑keeping records for the Deputy and other division attorneys and staff, including but not limited to time allocations.
• Assisting division personnel with time‑keeping questions (such as how much benefit time they have remaining in a year, what time they swiped in, etc.), office procedures, and other questions and problems.
• Conducting research and working on special projects.
• Preparing all required paperwork and related tasks associated with engagement of outside counsel and experts.
• Using the City’s electronic billing software to coordinate payment of invoices for outside council and experts.
• Coordinating the hiring and onboarding of new staff and volunteers to the division.
• Providing general administrative support to the division.

You must submit (1) a cover letter and (2) your resume in electronic copy to:

Octavio Martinez

octavio.martinez

Department of Law

2 North LaSalle Street, Suite 560

Chicago, IL60602

Graduation from an accredited college or university with a bachelor’s degree, plus two years of legal/administrative support and/or secretarial experience; or an equivalent combination of education, training, and experience.

Candidates should have:

• Considerable experience with Microsoft Word and Excel software.
• Excellent organizational and communication skills.
• Some knowledge of legal terminology or contract administration.

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.

Entry level – $69,684.00