ADMINISTRATIVE ASSISTANT

Administrative AssistantUnder general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.Essential duties include compiling documents and obtaining data from various sources to prepare programmatic and administrative reports, coordinating and monitoring the processing of various forms, documents, and record requests, planning, assigning, and supervising the activities of staff engaged in the performance of routine office assistance and general clerical work functions, creating, formatting, and maintaining spreadsheets and reports using various software packages, reviewing incoming correspondence and drafting standard responses for supervisor's signature, proofreading documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors, overseeing the filing, storage and maintenance of office and electronic filing systems and updating tracking logs and databases, organizing and preparing legal documents for submission to the courts, responding to requests for information of departmental records and processing requests in accordance with departmental policies and procedures, providing public contact work responding to departmental inquiries and requests, performing timekeeping and payroll functions for departmental employees, maintaining personnel and time records, relaying directives and distributing information to staff as directed, preparing a variety of statistical, operating, ad hoc and performance reports, performing various clerical duties to relieve supervisor of administrative and clerical detail, coordinating the ordering, storage and distribution of office supplies and/or coordinating equipment repair and maintenance, processing payment vouchers, travel and mileage reimbursement requests, maintaining account records, verifying the posting of payments and collecting payment for department programs, training and instructing staff in office and clerical operations and departmental rules and policies, maintaining petty cash records to track office expenditures, participating in the conduct of special projects and studies to improve the efficiency of administrative operations as required, and reviewing and evaluating staff work performance, as required.Location: 3510 S Michigan Ave Shift: Monday-Friday Hours: 7:00 AM – 3:00 PM Salary: $51,936/Annually (Non-negotiable) THIS POSITION IS IN THE CAREER SERVICE.Minimum qualifications: Two (2) 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 form a vocational or business education program in Office Administration, plus one (1) years of administrative, office assistant or secretarial experience. Graduation from an accredited college with an Associate's degree or higher, plus one (1) year of administrative, office assistant or secretarial experience.Selection requirements: This position requires applicants to complete an exam and interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be selected. Residency Requirement: All employees of the City must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required. ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT. The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer. The City of Chicago is committed to providing fair chance hiring and welcomes applicants with past convictions, recognizing the value of a diverse workforce and the potential for growth and positive change.Applications for this position will be accepted from September 18, 2026, until 11:59p.m. C.D.T. on October 02, 2026. No exceptions will be made.