Administrative Assistant

Administrative Assistant

The Administrative Assistant will provide administrative support to the Bureau of Water Supply (BWS) management team, engineering staff, and the operation of twelve (12) pumping stations supporting approximately 400 employees. The position is responsible for supporting daily administrative operations, payroll coordination, procurement activities, project coordination, records management, meeting coordination, and communication between BWS staff, contractors, vendors, consultants, and other City departments.

• Assist with the routing and processing of hard-copy employee timesheets and payroll documentation for the BWS Pumping Station group.
• Assist with and support the Bureau of Water Supply materials and services ordering program utilizing the DWM BWS Enterprise Asset Management (EAM) system.
• Respond to telephone calls, emails, and general inquiries, provide customer service, route requests to the appropriate personnel, and serve as an administrative point of contact for Bureau activities.
• Coordinate and maintain calendars, schedules, meetings, appointments, and conference logistics for bureau management and staff.
• Prepare, edit, format, and distribute correspondence, memoranda, agendas, reports, presentations, meeting materials, and other administrative documents on behalf of Bureau management.
• Support daily, weekly, and monthly Bureau meetings by scheduling attendees, preparing agendas and supporting materials, recording meeting minutes, tracking action items, and distributing follow-up information.
• Assist with special projects, engineering initiatives, operational programs, and administrative assignments requiring document management, project coordination, data collection, tracking, and communication support.
• Utilize Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Microsoft Teams, and other departmental software to prepare reports, maintain records, manage information, and support Bureau operations.
• Maintain shared electronic files, shared calendars, Microsoft Teams work spaces, and other collaboration platforms to facilitate communication and information sharing across the Bureau.
• Support the Department's Security Passage Point Program by processing visitor access requests and coordinating security approvals for vendors, consultants, contractors, and visitors requiring access to Bureau facilities.
• Coordinate administrative communication and activities between Bureau management, engineering staff, pumping station personnel, contractors, consultants, vendors, and other City departments.
• Assist with tracking administrative assignments, operational initiatives, procurement activities, project milestones, and other departmental deliverables to help ensure timely completion of Bureau objectives.

Minimum Qualifications:

Two (2) years of administrative, office assistant or secretarial experience. Should the above criteria not be fulfilled, the following options are acceptable: A diploma or a certificate of completion from a vocational or business education program in Office Administration, plus one (1) years of administrative, office assistant or secretarial experience; OR Graduation from an accredited college with an associate's degree, plus one (1) year of administrative, office assistant or secretarial experience.

NOTE:

A valid State of Illinois driver's license is required.

Selection Requirements:
This position requires bidders/applicants to successfully complete an interview which will include a universal assessment and a writing exercise. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected. Bidders will be selected by seniority order.

Application Evaluation:
Initial evaluation will be based on information provided on the application and the documents submitted. 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 further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration.

These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered…