SENIOR ADMINISTRATIVE ASSISTANT

Senior Administrative Assistant

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. Applications for this position will be accepted until 11:59 pm CDT on Monday, August 10, 2026. 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 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.

Essential duties:

• 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
• Oversees or performs timekeeping and payroll functions for departmental employees
• 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
• Oversees the maintenance of account records, posting of payments and collection of payments for department programs
• Maintains basic accounting and petty cash records for office-related expenditures
• Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions
• 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
• Prepares various work reports regarding office expenditures, work operations, and staff activities

Location: Bureau of Facilities Management Administrative Offices 1869 West Pershing Road Bureau of Fleet Operations Administrative Offices 210 West 69th Street

Hours: Bureau of Facilities Management 7:30 am 3:30 pm, Monday Friday Bureau of Fleet Operations 8:30 am 4:30 pm, Monday Friday

This position is in the career service.

Minimum qualifications: Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience. Note: You must provide your degree/transcripts at the time of processing, if applicable.

Selection requirements: This position requires applicants to complete an interview which will include a universal assessment as part of the interview. The interviewed candidate possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

Application evaluation: Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

Commitment to diversity: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates.

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.