Senior Administrative Assistant

Senior Administrative Assistant

Under general supervision, performs administrative and office management support functions of a complex nature for a City manager, OR supervises staff performing office, clerical and/or administrative functions, and performs related duties as required.

Essential duties include:

• Assisting site supervisor with all day-to-day operations of payment center.
• Providing customer service regarding billing, service complaints and questions.
• Performing payment processing operations.
• Preparing employee work schedules.
• Providing instruction and training to staff on work operations and evaluating their performance, as required.
• Conducting required inventories.
• Assisting with facility maintenance.
• Working with vendors, security and law firms.
• Researching, compiling, and analyzing data to prepare programmatic and administrative reports.
• Relaying and interpreting management directives to staff.
• Participating in the conduct of studies and special projects and preparing reports on findings.
• Studying office operational processes, preparing reports on findings, and recommending procedural changes to improve efficiencies.
• Creating and maintaining databases and spreadsheets using various software packages.
• Scheduling events, meetings and coordinating office support services.
• Acting as a specialist in the review and processing of documents for applications, licenses and permits for departmental programs or coordinating the activities of office staff performing these functions.
• Recommending approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules and regulations.
• Explaining laws, rules and procedures for complying with or obtaining departmental programs or services.
• Overseeing or performing timekeeping and payroll functions for departmental employees.
• Auditing work and program records to ensure compliance with required protocols.
• Editing and proofreading documents and reports.
• Drafting correspondence for supervisor's signature.
• Ordering and maintaining materials and supplies and resolving problems with vendors.
• Responding to inquiries or complaints from the general public and explaining departmental policies.
• Overseeing the maintenance of account records, posting of payments and collection of payments for department programs.
• Maintaining basic accounting and petty cash records for office-related expenditures.
• Assigning and reviewing the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions.
• Establishing and implementing work standards and clerical and administrative procedures and ensuring standards are met.
• Providing instruction and training to staff on work operations and evaluating their performance, as required.
• Reviewing and reconciling clerical and data entry discrepancies.
• Assisting staff in resolving complex or sensitive operational work problems.
• Supervising the maintenance, filing, scanning and storage of electronic and manual records.
• Preparing various work reports regarding office expenditures, work operations, and staff activities.
• Interpreting personnel policies and procedures to staff.
• Attending meetings in the absence of the supervisor.
• Participating on task force committees to evaluate existing processes and recommend methods to improve systems.

Additional duties may be required for this position.

Locations and hours:

• 4770 S. Kedzie
• 4445 N. Pulaski
• 2006
  
  E. 95th Street
• 121 N. LaSalle St., Room 107 A
• 400 W. Superior, 1st Floor
• 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 work at any location.

This position is in the Career Service.

Qualifications:

• 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 customer service experience
• Previous in-person cashiering experience

Selection requirements:

This position requires applicants to successfully complete an interview which will include a universal assessment and a written exercise and/or skills assessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.