ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

Department of Family and Support Services

Number of Positions: 2

(additional vacancies possible pending budget approval)

Starting Salary: $50,424.00/Year

Applications for this position will be accepted until 11:59pm CDT on 7/04//2025

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

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

Under general supervision, the class performs administrative, clerical, and secretarial duties for the Department of Family and Support Services Trina Davila Center; and performs related duties as required.

ESSENTIAL DUTIES:

* Schedules and organizes meetings

* Registers all clients for services

* Answers all front desk telephone calls, responds to inquiries and directs/transfers calls

* Interacts with supervisors and staff daily

* Explains program procedures and departmental policies to the general public and staff

* Filing, sorting mail, copying, preparing form letters, correspondence, spreadsheets

* 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

* Prepares a variety of statistical, operating and performance intake office reports

* Coordinates and monitors the processing of various forms, documents, and record requests (work orders, intake forms, invoices)

* Oversee the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and enters daily intake information in database.

LOCATION: Department of Family and Support Services

ADDRESS: Various Locations

HOURS: Monday - Friday

9:00am -- 5:00pm

DAYS OFF: Saturday and Sunday

THIS POSITION IS IN THE CAREER SERVICE

Two years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

Selection Criteria

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected

Preference will be given to candidates possessing the following:

• Previous experience providing customer service in a high-volume public environment serving homeless and/or at-risk to be homeless clients
• Proficiency using MS Office Suite
• Customer service experience
• Spanish speaking

For Information on our employees benefits please visit our benefits website at:

Click Here

For Information on our salary and title structure visit our classifications website at:

Click Here

APPLICATION EVALUATION: Initial evaluation will be based on the information provided on the application and the documents submitted. Department of Human Resources staff will review applications after the final posting date. Staff will follow 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. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience, the City of Chicago has adopted ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet the minimum qualifications and who are veterans of the Armed Forces of the United States, residents of Socio-Economically Disadvantaged Areas (SEDA), and/or Chicago Public School (CPS) high school graduates. These hiring preferences do not apply to bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. The learn more about our hiring processes click here.

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

Brandon Johnson, Mayor