Senior Administrative Assistant

SENIOR ADMINISTRATIVE ASSISTANT

Job Number: 417011

Department: Department of Finance – Payment Processing Division

Number of Positions: 1

Starting Salary: $62,544.00 annually

Locations: 4445 N. Pulaski; 2006

E. 95th Street; 400 W. Superior, 1st Floor

Hours: Monday through Friday 8:30 AM to 4:30 PM or 9:00 AM to 5:00 PM; shift times vary.
You may be assigned to any location.

• Assists site supervisor with all day-to-day operations of payment center.
• Provides customer service regarding billing, service complaints and questions.
• Prepares employee work schedules.
• Provides instruction and training to staff on work operations and evaluates their performance, as required.
• Conducts required inventories.
• Assists with facility maintenance.
• Works with vendors, security and law firms.
• 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.
• Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies.
• Creates and maintains databases and spreadsheets using various software packages.
• Schedules events, meetings and coordinates office support services.
• Acts as a specialist in the review and processing of documents for applications, licenses and permits for departmental programs or coordinates the activities of office staff performing these functions.
• Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules and regulations.
• Explains laws, rules and procedures for complying with or obtaining departmental programs or services.
• Oversees or performs timekeeping and payroll functions for departmental employees.
• Audits work and program records to ensure compliance with required protocols.
• Edits and proofreads documents and reports.
• Drafts correspondence for supervisor's signature.
• Orders and maintains materials and supplies and resolves problems with vendors.
• Responds to inquiries or complaints from the general public and explains departmental policies.
• Oversees the maintenance of account records, posting of payments and collection of payments for department programs.
• Maintains basic accounting and petty cash records for office-related expenditures.
• Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions.
• Establishes and implements work standards and clerical and administrative procedures and ensures standards are met.
• Reviews and reconciles clerical and data entry discrepancies.
• Assists staff in resolving complex or sensitive operational work problems.
• Supervises the maintenance, filing, scanning and storage of electronic and manual records.
• Prepares various work reports regarding office expenditures, work operations, and staff activities.
• Interprets personnel policies and procedures to staff.
• Attends meetings in the absence of the supervisor.
• Participates on task force committees to evaluate existing processes and recommend methods to improve systems.

Additional duties may be required for this position.

• Three (3) years of administrative, office assistant or secretarial experience.
• OR a diploma or a certificate of completion from a vocational or business education program in office administration, plus two (2) years of administrative, office assistant or secretarial experience.
• OR graduation from an accredited college with an associate degree, plus one (1) year of administrative, office assistant or secretarial experience.

Preference will be given to candidates possessing the following: Previous in‑person cashiering experience.

This position requires applicants to successfully complete an interview which will include a universal assessment and a written exercise and/or skills assessment.

To further our commitment to hiring applicants with diverse experience, the City of Chicago has adopted ordinances that provide a preference to veterans, residents of Socio‑Economically Disadvantaged Areas and Chicago Public School high school graduates.

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.