ASST

DEPARTMENT OF FAMILY AND SUPPORT SERVICES (DFSS)

Executive Administration Division

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 direction, assists in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance; and performs related duties as required.

ESSENTIAL DUTIES

Implement administrative and organizational practices and procedures for the division, such as developing, preparing, organizing, maintaining, and storing the division’s confidential files, documents, and filing system, managing inquiries, and using judgment to ensure the appropriate team members are informed of operations and the office runs smoothly and efficiently

Maintain calendars, schedule appointments, prepare documents, serve as a note taker at meetings and events, and brief employees in advance of meetings and appointments by using Microsoft software products, Outlook/Office Suite and other scheduling and meeting tools to avoid scheduling conflicts and to prepare for meetings

Relay requests for information and directives to departmental staff, and provide status reports to ensure all team members are informed and kept abreast of projects/assignments

Relieve division staff of administrative, clerical, and office functions, such as filing, organizing, ordering office supplies, formatting document lists, mail merges using Microsoft software, and other related clerical functions

Maintain confidentiality of all materials, specifically personnel forms and human resources documents to maintain integrity and to comply with rules and policies

Prepare materials including financial charts and presentations for training and reports using Microsoft PowerPoint and Excel

Work on special projects and handle special assignments

May assist with the travel request process for the department, including compiling travel documents, uploading information into the city’s system, making travel and hotel arrangements, and preparing paperwork for travel reimbursements

Assist with time and attendance processes, including reviewing edit forms for accuracy and completion, entering data into the city’s system, generating reports, responding to inquiries, and filing documents

Additional duties may be required for this position.

Graduation from an accredited college or university with a Bachelor's degree or higher in Business Administration, Public Administration or a related field, plus one (1) year of administrative experience

Should the above criteria not be fulfilled, the following options are acceptable:

• Five (5) years of administrative work experience
• Graduation from an accredited college with an Associate’s degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience

NOTE:
You must provide your transcripts or diploma, professional license, or training certificates at time of processing, if applicable.

SELECTION REQUIREMENTS:

This position requires applicants to complete a writing exercise as part of the oral interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the…