Graduate Administrative/Professional

Job Description -

ADMINISTRATIVE ASSISTANT

(419973)
ADMINISTRATIVE ASSISTANT
Administrative Assistant
Department of Law
Division(s) Torts, Building & License Enforcement
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.
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Under 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

Building & License Enforcement: types of names and addresses into database and summons and return affidavits; organizes and compiles documents for delivery to court; Assisting attorneys with case files and data, document preparation, participating in scheduling conferences, and keeping a calendar of court dates. Perform a variety of administrative and clerical tasks in support of the division.

Compiles documents and obtains data from various sources to prepare programmatic and administrative reports

Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)

Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required

Creates, formats, and maintains spreadsheets and reports using various software packages

Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., Review incoming correspondence and drafts standard responses for supervisor's signature

Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors

Oversee the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases

Organizes and prepares legal documents for submission to the courts

Responds to requests for information on departmental records and processes requests in accordance with departmental policies and procedures

Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly

Performs timekeeping and payroll functions for departmental employees

Prepares a variety of statistical, operating, ad hoc and performance reports

Performs various clerical duties to relieve supervisor of administrative and clerical detail

Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance

Processes payment vouchers, travel and mileage reimbursement requests

Maintains account records, verifies the posting of payments and collects payment for department programs

Trains and instructs staff in office and clerical operations and departmental rules and policies

Maintains petty cash records to track office expenditures

Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required

Reviews and evaluates staff work performance, as required

La Salle Street((1) Torts or Building & (1) License Enforcement Division)

Days: Monday - Friday

Two (2) years of administrative, office assistant or secretarial experience

A diploma or a certificate of completion form(s) 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

For Information on our employees benefits please visit our benefits website at:
For Information on our salary and title structure visit our classifications website at:
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. 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 for 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. ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.