Academy Administrative Professional

Job Description - ADMINISTRATIVE ASSISTANT (419572)

Administrative Assistant
Job Number: 419572

JOB/BID ANNOUNCEMENT

Operations

Number of Vacancies: 1 (Additional vacancies possible pending budget approval)

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.

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.

ESSENTIAL DUTIES

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., briefs, interrogatories, settlement agreements)

Reviews 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

Oversees 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 of 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

Maintains personnel and time records

Relays directives and distributes information to staff as directed

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

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

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

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.

Qualifications

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 from 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

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where theapplicant isenrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

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.

City of Chicago

Please note, all positions with the City of Chicago close promptly at 11:59pm C.D.T. 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.

#J-18808-Ljbffr City of Chicago