SENIOR ADMINISTRATIVE ASSISTANT

Senior Administrative AssistantUnder 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 include researching, compiling, and analyzing data to prepare programmatic and administrative reports; relaying and interpreting management directives to staff; participating in the conduct of studies and special projects and preparing reports on findings; studying office operational processes, preparing reports on findings, and recommending procedural changes to improve efficiencies; creating and maintaining databases and spreadsheets using various software packages; scheduling events, meetings, and coordinating office support services; explaining laws, rules, and procedures for complying with or obtaining departmental programs or services; auditing work and program records to ensure compliance with required protocols; editing and proofreading documents and reports; drafting correspondence for supervisor's signature; ordering and maintaining materials and supplies and resolving problems with vendors; researching costs, monitoring, and analyzing expenditures to assist in the preparation of the annual budget; maintaining basic accounting and petty cash records for office-related expenditures; establishing and implementing work standards and clerical and administrative procedures and ensuring standards are met; providing instruction and training to staff on work operations and evaluating their performance, as required; reviewing and reconciling clerical and data entry discrepancies; assisting staff in resolving complex or sensitive operational work problems; supervising the maintenance, filing, scanning, and storage of electronic and manual records; interpreting personnel policies and procedures to staff; attending meetings in the absence of the supervisor; processing administrative notices of violations (ANOVs) to the Department of Administrative Hearings; supporting the intake, triage, and management of complaints, calls, and inquiries received by the Business Compliance Enforcement (BCE) unit; communicating with the public, complainants, and businesses regarding complaints, inquiries, and requests for information; overseeing the filing, storage, and maintenance of office and electronic filing systems and updating tracking logs and databases; assisting with planning, coordinating, and tracking management activities and operational priorities; serving as a liaison between BCE staff and other City departments and external contacts; and coordinating the ordering, storage, and distribution of office supplies and/or coordinating equipment repair and maintenance.Location: 2350 W Ogden, Chicago Days: Monday – Friday Hours: 8:30 am – 4:30 pmThis position is in the Career Service.Minimum qualifications: Three (3) 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 program in Office Administration, plus two (2) years of administrative, office assistant or secretarial experience; graduation from an accredited college with an Associate's degree, plus one (1) year of administrative, office assistant or secretarial experience.Educational & Employment Verification: Please be advised that if you are selected to be hired, you must provide, upon request, adequate information regarding your education and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diplomas must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn, and you will not be hired.Selection requirements: This position requires applicants to successfully pass a skills assessment test and complete an interview. Test results will be sent out by the Department of Human Resources after they have been analyzed and compiled. The candidates who receive a passing score on the skills assessment test will be invited to interview for the position. Candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview, will be selected in seniority/lottery order.