Senior Administrative Assistant

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Job Description - SENIOR ADMINISTRATIVE ASSISTANT (417017)

Job Description

SENIOR ADMINISTRATIVE ASSISTANT

417017

Description

BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

DEPARTMENT OF FLEET AND FACILITY MANAGEMENT (2FM)

BUREAU OF FACILITIES MANAGEMENT AND

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.

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee  (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, 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

• Creates and maintains databases and spreadsheets using various software packages
• Schedules events, meetings and coordinates office support services
• 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
• Researches costs, monitors, and analyzes expenditures to assist in the preparation of the annual budget
• 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
• 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

Additional duties may be required for this position.

Bureau of Facilities Management Administrative Offices 1869 West Pershing Road

Bureau of Fleet Operations Administrative Offices 210 West 69 th Street

Bureau of Facilities Management 7:30 am - 3:30 pm, Monday
- Friday

Bureau of Fleet Operations 8:30 am - 4:30 pm, Monday
- Friday

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications

Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

NOTE:

You must provide your degree/transcripts at the time of processing, if applicable.

This position requires applicants to complete an interview which will include a universal assessment as part of the interview. The interviewed candidate 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.

APPLICATION EVALUATION:
Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code.

Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY:
To…