SENIOR ADMINISTRATIVE ASSISTANT

Senior Administrative Assistant

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

Essential duties:

• Researches, compiles, and analyzes data to prepare programmatic and administrative reports
• 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
• Acts as a specialist in the review and processing of documents for applications, licenses, and permits for departmental programs, or coordinates the activities of office staff performing these functions
• Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules, and regulations
• Explains laws, rules, and procedures for complying with or obtaining departmental programs or services
• Oversee or perform 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
• Responds to inquiries or complaints from the general public and explains departmental policies
• 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
• 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
• Prepares employee work schedules
• 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
• Interprets personnel policies and procedures to staff
• Attends meetings in the absence of the supervisor
• Participates in task force committees to evaluate existing processes and recommend methods to improve systems

Additional duties may be required for this position.

Location: 2350 W. Ogden Ave, FL 1

Days: Monday Friday

Hours: 8:30am 4:30pm

This 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

Equipment:

• Standard office equipment (e.g., telephone, printer, photocopier, fax machine, calculator)
• Computers and peripheral equipment (e.g., personal computer, computer terminals, hand-held computer, scanner)

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 take a skills assessment and complete an interview. 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.

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