Administrative Assistant

job description - administrative assistant (419572)

chicago fire department

operations

number of vacancies: 1 (additional vacancies possible pending budget approval)

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.

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.

• compiles documents and obtains data from various sources to prepare programmatic and administrative reports
• coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
• plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required
• creates, formats, and maintains spreadsheets and reports using various software packages
• reviews rough drafts or uses a dicta phone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
• reviews incoming correspondence and drafts standard responses for supervisor's signature
• proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors
• oversees the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases
• organizes and prepares legal documents for submission to the courts
• responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures
• provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly
• performs timekeeping and payroll functions for departmental employees
• maintains personnel and time records
• relays directives and distributes information to staff as directed
• prepares a variety of statistical, operating, ad hoc and performance reports
• performs various clerical duties to relieve supervisor of administrative and clerical detail
• coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance
• processes payment vouchers, travel and mileage reimbursement requests
• maintains account records, verifies the posting of payments and collects payment for
• trains and instructs staff in office and clerical operations and departmental rules and policies
• maintains petty cash records to track office expenditures.
• participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required
• reviews and evaluates staff work performance, 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.

location: 3510 s michigan ave

shift: monday-friday

hours: 7:00 am – 3:00 pm

salary: $51,936/annually (non-negotiable)

this position is in the career service.

• 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…