Senior Office Assistant

Job Description - SENIOR OFFICE ASSISTANT (416993)

Job Description

SENIOR OFFICE ASSISTANT

Description

Senior Office Assistant

Law Department

Number of Positions: 1

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 supervision, positions are allocated across all City departments and offices and perform a variety of complex office assistant duties to support department operations and perform related duties as required

• Performs a wide variety of office assistance support and general clerical work for an operating department (e.g., typing, proofreading, data entry, document preparation, answering phones, filing and public contact work)
• Prepares and processes various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
• Types and proofreads printed documents (e.g., correspondence, forms, court documents, reports, graphs and charts)
• Identifies information to be scanned into document management system, scans information, and identifies actions needed for further processing
• Compares data with source documents before entry to identify inaccuracies
• Data enters document and record information into computer database systems, including gathering and tabulating statistical data and preparing related reports
• Identifies and corrects data entry errors accordingly
• Retrieves documents, case files, records, etc. from department filing system and maintains and updates filing systems, either manually or electronically
• Sorts and matches documents and files for accuracy
• Photocopies documents, distributes copies, and audits filing systems, purging and sending files to off-site storage as necessary
• Provides public contact work responding to a variety of inquiries in-person
• Answers and responds to telephone calls or emails (e.g., inquiries about departmental or City programs and services, scheduling of appointments) or refers calls to appropriate department or person
• Processes incoming and outgoing mail and documents including opening, date stamping, and sorting for distribution
• Assists in payroll functions (e.g., preparing timecards and time rolls, calculating and posting regular, overtime, payroll deductions) and processes and maintains employee personnel files and records (e.g., absenteeism, vacation, sick leave, resignations, retirements, leaves of absence, attendance at training classes)
• Assists in ordering and maintaining adequate office supplies
• Maintains and operates various brands of printers, scanners, and copiers
• May assist in training other clerical staff
• Accepts payments from the general public, as required

Note: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Additional duties may be required for this position

Days:Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

Minimum Qualifications

Education, Training, and Experience

• One (1) year of clerical or office assistant work experience
  Should the above criteria not be fulfilled, the following options are acceptable:
  • A diploma or a certificate of completion from a vocational or…