City of Chicago Looking for ADMINISTRATIVE ASSISTANT III at Chicago, IL Full Time

BID/JOB ANNOUNCEMENT

Administrative Assistant III

Department of Procurement Services (DPS)

Number of Positions: 1

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.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

• Check the box on your profile titled “Currently employed by the City of Chicago”
• Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)
• Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Under general supervision, the class performs administrative, clerical, and secretarial duties for the Deputy Procurement Officer; and performs related duties as required.

Essential Duties

• Screens visitors and telephone calls; takes messages and uses judgement in forwarding calls to appropriate personnel for response and resolution
• Produces excel reports for budget, finance, and IT related projects, prepares Power Point materials including charts and presentations
• Works on special projects and handles special assignments
• Conducts research and prepares correspondence in response to inquiries or information requests
• Initiates employee and travel reimbursements
• Maintains the Deputy Procurement Officer’s calendar
• Coordinates, schedules and manages meetings
• Briefs and prepares supervisors for meetings and attends meetings when necessary
• Relays requests for information and directives to departmental staff and provides status reports
• Reviews correspondence and other materials as well as provides summaries of incoming mail, meeting requests and other items requiring the Deputy Procurement Officer’s attention, response and/or signature
• Takes notes at meetings and prepares summaries
• Communicates with departmental managers, city officials and external customers to apprise theDeputy Procurement Officer on the status of various projects or of critical issues
• Travels to the DPS/City of Chicago Salvage Yard (as needed) utilizing the City DPS vehicle
• Maintains documentation for DPS online auction program such as affidavits, titles, bills of sale, deposit receipt and any other pertinent paperwork
• Processes checks received for DPS online auctions; marks auctions paid via the online auction website, completes POS for proof of deposit and submits check with POS to the Department of Finance
• Logs checks for Certification Application Fees, completes deposit forms, submits to Department of Finance, copies proof of deposit and provides copies to Certification Unit
• Generates invoices in Business Objects, updates spreadsheet and sends invoices to Certification Unit for distribution to vendors
• Checks daily AR report and send Certification Application Fee payment notifications to Certification Unit
• Fulfills office supply requests for DPS staff; order supplies from office supply vendor, receives goods upon delivery and store in appropriate location
• Processes payments for all goods and/or services which DPS utilizes

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: 121 N. LaSalle, 8th Floor

Hours: 8:30am to 4:30pm

Days: Monday – Friday

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

Three years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.

Selection Requirements

This position requires applicants to successfully PASS a written test and/or skills assessment test IN ORDER TO BE interviewed. The cut score of the test is subject to change based on standard statistical analysis of test results. The interviewed Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected by SENIORITY order and according to the CBA rules. The interviewed NON-Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.

Preference Will Be Given To Candidates Possessing The Following

• Proficiency using Enterprise Resources Planning (ERP) systems (e.g., FMPS, SAP, etc.)
• Possession of a valid State of Illinois driver’s license
• Previous work experience with accounts payable
• Knowledge of basic accounting

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

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

City of Chicago

Brandon Johnson, Mayor

Applications for this position will be accepted until 11:59 pm CDT on 09/27/2023