SENIOR ADMINISTRATIVE ASSISTANT

Senior Administrative Assistant

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 include:

• Monitoring Department of Law warehouse requests and facilities coordination within the Administrative Services division.
• Collaborating with the Director of IT and Programmer/Analyst in DOL to manage and triage incoming requests to DOL IT email queue, and ensuring issues are directed to the appropriate resources.
• Providing instructions to staff on basic IT troubleshooting using reference guides and FAQs developed by DOL IT that includes step-by-step instructions.
• Monitoring the DOL IT email inbox, answering phone calls from staff, and may assign issues to DOL IT staff.
• Assisting DOL IT with inventory, including updating inventory Excel spreadsheets.
• Submitting IT invoices to the City's financial payment system, FMPS.
• Performing data entry.
• Creating and maintaining databases and spreadsheets using various software packages.
• Researching, compiling, and analyzing data to prepare programmatic and administrative reports.
• 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.
• Supervising the maintenance, filing, scanning and storage of electronic and manual records.
• Relaying and interpreting management directives to staff.
• Preparing various work reports regarding office expenditures, work operations, and staff activities.
• Interpreting personnel policies and procedures to staff.
• Attending meetings in the absence of the supervisor.
• Performing special projects as assigned.

Location: 2 N. LaSalle St, Chicago, IL 60602 Days: Monday through Friday Hours: 9:00 AM to 5:00 PM

This position is in the career service.

Qualifications: Three (3) years of administrative, office assistant or secretarial experience, OR 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, OR graduation from an accredited college with an associate degree, plus one (1) year of administrative, office assistant or secretarial experience.

Desired skills: Strong oral and written communication skills, problem solving skills, ability to interpret technical information, familiarity with basic IT troubleshooting.