BID / JOB ANNOUNCEMENT

Administrative Assistant III

Chicago Department of Public Health

(CDPH)

NUMBER OF VACANT POSITION(S): One (2)

BID INSTRUCTIONS:

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

AND

3. Select your correct bargaining unit

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

Under general supervision, the class performs administrative and office management support functions for a city manager or supervises clerical and administrative office operations; and performs related duties as required.

ESSENTIAL DUTIES

ESSENTIAL DUTIES

• Researches, compiles, and analyzes data to prepare programmatic and administrative reports
• Relays and interprets management directives to staff
• Participates in the conduct of studies and special projects and prepares reports on findings
• Studies office operational processes and recommends procedural changes to improve efficiencies
• Creates and maintains databases and spreadsheets using various software packages
• 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 and analyzes expenditures to assist in the preparation of the annual budget
• Maintains basic accounting and petty cash records for office-related expenditures.
• Assigns and reviews the work of staff engaged in performing a variety of clerical and customer service functions.
• Coordinates office support services
• 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.
• Prepares employee work schedules
• Assists staff in resolving complex or sensitive operational work problems
• 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, as required
• May participate on task force committees to evaluate existing processes and recommend methods to improve systems

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

Location: Lawndale Mental Health Center. 1105 S Western Avenue

Days: Monday through Friday

Hours: 8:30 A.M. to 4:30 P.M. Administrative Assistant III will also be required to work at least 1 (one) evening shift a week (11:30 am -7:30 pm.)

Salary: $57,240

(Shift May Varies due to Operation)

THIS POSITION IS IN THE CAREER SERVICE

MINIMUM QUALIFICATIONS

Education, Training, and Experience

• Three (3) years of administrative or secretarial experience, or an equivalent combination of education, training, and experience

Preference will be given to candidates possessing the following:

• Knowledgeable with Kronos and the Construction of Professional memorandums
• Proficiency in MS Word, Excel, and PowerPoint.

SELECTION REQUIREMENTS: This position requires applicants to successfully pass a skills assessment test IN ORDER TO BE interviewed. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The interviewed candidate(s) who possess the qualifications best suited to fulfill the position’s responsibilities will be selected.

VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veteran’s preference, candidates need to indicate whether or not they are a veteran by answering “yes” or “no” to the question on the online application that asks, “Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?” In addition, you must attach documentation to verify your military service. For veterans, you must attach a copy of your DD214 to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationery stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationery verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference.

Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second-party applicants will be accepted.

Residency Requirement: All employees of the City of Chicago 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.

If you would like to request a reasonable accommodation due to disability or pregnancy in order to participate in the application process, please contact the City of Chicago Department of Human Resources at 312-744-4976 or disabilityaccommodations@cityofchicago.org. Please be prepared to provide information in support of your reasonable accommodation request.

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 Opportunity and Military Friendly Employer.

City of Chicago Department of Human Resources

Brandon Johnson, Mayor Christopher K. Owen, Commissioner

Please note, all positions with the City of Chicago close promptly at 11:59pm C.D.T. Applications for this position will be accepted until 11:59p.m. C.D.T. on May 27, 2023. No exceptions will be made.