Senior Administrative Assistant

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Job Description - SENIOR ADMINISTRATIVE ASSISTANT (419915)

Job Description

SENIOR ADMINISTRATIVE ASSISTANT

419915

Description

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant

Business Affairs & Consumer Protection

Bureau or Division Name (if applicable)

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 general supervision, performs administrative and office management support functions of a complex nature for a City manager, or supervises staff performing office, clerical and/or administrative functions, and performs related duties as required

• Researches, compiles, and analyzes data to prepare programmatic and administrative reports
• Relays and interprets management directives to staff
• Participates in the conduct of studies and special projects and prepares reports on findings
• Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies
• Creates and maintains databases and spreadsheets using various software packages
• Schedules events, meetings, and coordinates office support services
• Explains laws, rules, and procedures for complying with or obtaining departmental programs or services
• Audits work and program records to ensure compliance with required protocols
• Edits and proofreads documents and reports
• Drafts correspondence for supervisor's signature
• Orders and maintains materials and supplies and resolves problems with vendors
• Researches costs, monitors, and analyzes expenditures to assist in the preparation of the annual budget
• Maintains basic accounting and petty cash records for office-related expenditures
• Establishes and implements work standards and clerical and administrative procedures and ensures standards are met
• Provides instruction and training to staff on work operations and evaluates their performance, as required
• Reviews and reconciles clerical and data entry discrepancies
• Assists staff in resolving complex or sensitive operational work problems
• Supervises the maintenance, filing, scanning, and storage of electronic and manual records
• Interprets personnel policies and procedures to staff
• Attends meetings in the absence of the supervisor

• Processes administrative notices of violations (ANOVs) to the Department of Administrative Hearings
• Supports the intake, triage, and management of complaints, calls, and inquiries received by the Business Compliance Enforcement (BCE) unit.
• Communicates with the public, complainants, and businesses regarding complaints, inquiries, and requests for information
• Oversees the filing, storage, and maintenance of office and electronic filing systems and updates tracking logs and databases
• Assists with planning, coordinating, and tracking management activities and operational priorities
• Serves as a liaison between BCE staff and other City departments and external contacts.
• Coordinates the ordering, storage, and distribution of office supplies and/or coordinates equipment repair and maintenance

Note: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular…