City of Chicago Looking for ADMINISTRATIVE ASST III-FINANCE/ADMIN at Chicago, IL  Full Time

BID/JOB ANNOUNCEMENT

Administrative Assistant III

City of Chicago Department of Buildings

Division of Administration

Finance and Administration Section

Total Number of Positions=1

These positions are open to the general public and to all current city employees covered under the terms of the City’s collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) – (BARGAINING UNIT #01, 03, 04, 05). Only employees currently in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS FOR CURRENT INTERNAL CITY EMPLOYEES ONLY:

Apply on the bid site:

AND

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)

3. Select your correct bargaining unit

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

EXTERNAL CANDIDATES APPLYING DO NOT NEED TO FOLLOW THE ABOVE INSTRUCTIONS

Under general supervision, performs administrative, clerical and secretarial duties for a City manager and performs related duties as required to support the Finance and Administration section.

ESSENTIAL DUTIES

• Assists the Deputy Commissioner of Finance and Administration with the day-to-day activities in the finance section.
• Processes invoices, orders and fulfills office supplies, sorts all incoming mail and delivers to respective bureaus.
• Files documents, prints and copies documents, and assists Staff Assistant as needed.
• Performs various clerical duties to relieve supervisor of administrative and clerical detail.
• Processes payment vouchers in FMPS and I-Proc system.
• Updates and tracks payments in tracking system
• Provides customer service to vendors via telephone and email correspondence.
• Updates and tracks files for offsite storage.
• Compiles documents and obtains data from various sources to prepare programmatic and administrative reports.
• Creates and maintains spreadsheets, formats and type reports using various software packages.
• Reviews incoming correspondence and drafts standard responses for supervisor’s signature.
• Proofreads documents and correspondence submitted for supervisor’s review.
• Schedules and organizes meetings.
• Orders office supplies and coordinates equipment repair and maintenance
• Maintains personnel and time records for section employees.
• Organizes and maintains program records and office files.
• Relays directives and distributes information to staff as directed.
• May supervise staff performing routine clerical functions.
• May participate in the conduct of special projects and studies to improve the efficiency of administrative operations.

Additional duties may be required for this position.

NOTE: WHERE APPLICABLE RESUMES AND CERTIFICATES MUST BE SUBMITTED AT TIME OF APPLICATION.

Location: 2045 W. Washington Blvd.

Chicago, IL 60612

Days: Monday-Friday

Hours: 8:30 a.m. to 4:30 p.m.

Salary: $57,240/Annually

Application Period: 9-11-23 to 9-25-23

THIS POSITION IS IN THE CAREER SERVICE

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

NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment and specific job duties. (IF you are a current City employee, Acting Up cannot be considered). If you fail to provide this information at the time you submit your application, it will be incomplete, and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.

Educational & Employment Verification:

Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational 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/diploma 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 successfully pass a skills assessment and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. Candidates who pass the skills assessment will be selected to interview. The interviewed bidders receiving a passing score on the skills assessment and possessing the qualifications best suited to fulfill the responsibilities of the position will be selected in seniority order according to the collective bargaining agreement.

Preference will be given to external candidates possessing the following:

• Previous work experience performing administrative or secretarial duties.
• Previous work experience providing customer service in person, over the phone and via email.
• Previous work experience in records management, personnel procedures or record keeping.
• Previous work experience reviewing incoming correspondence and drafting responses to internal and external clients.
• Previous work experience with FMPS is a plus.
• Proficiency in Microsoft Word, Excel and Outlook.

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 Department of Human Resources

Brandon Johnson, Mayor Commissioner Pending

Applications for this position will be accepted until 11:59 pm C.D.T. on 9-25-23.