Administrative Assistant

Administrative Assistant

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.

Essential duties include:

• Performs administrative, clerical and secretarial duties for the Consumer/Environment Division within the Department of Administrative Hearings (DOAH) by receiving the public at kiosks.
• Provides high volume, high level face-to-face customer service by processing legally binding, accurate and time-sensitive documents.
• Communicates in person and by telephone with attorneys, respondents and other Court facility personnel by providing general information regarding departmental proceedings and forms.
• Maintains log sheets for all filed documents; distributes documents to other DOAH divisions, departmental liaisons, representatives and Corporation Counsel.
• Assists respondents with checking in for Administrative Hearings, filing motions to set aside, and making hearing requests.
• Assures hearing rooms are supplied and ready for use and prepares office/hearing facility area for daily court proceedings.
• Assists Administrative Law Judges with general administrative clerical functions.
• Gathers daily paperwork generated in hearing rooms, assuring it is filed or delivered to the appropriate staff in the division.
• Assists in the processing of default decisions and the intake and processing of new cases.
• Enters data for new cases into the AHMS database.
• Cross trains to assist other divisions within the department and provides lunch relief for the second floor reception desk upon request.
• Assists customers with use of Language Line.
• Rotates at Satellite Sites if needed.
• Retrieves case records.

Additional duties may be required for this position.

Location:

400 W. Superior, Chicago, IL 60654 Days:
Monday through Friday

Hours:

8:30 AM to 4:30 PM

This position is in the Career Service.

Two (2) 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 one (1) year of administrative, office assistant or secretarial experience, OR graduation from an accredited college with an associate degree or higher, plus one (1) year of administrative, office assistant or secretarial experience.

Selection requirements include an interview which will include a universal assessment.