SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant

Department of Law

Administrative Services Division

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $62,544.00 annually

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

Applications for this position will be accepted until 11:59 pm CDT on October 7, 2026.

Under general supervision, performs administrative and office management support functions of a complex nature for a City manager, OR supervises staff performing office, clerical and/or administrative functions, and performs related duties as required.

ESSENTIAL DUTIES

* Monitors Department of Law (DOL) warehouse requests and facilities coordination within the Administrative Services division.

* Collaborates with the Director of IT and Programmer/Analyst in DOL to manage and triage incoming requests to DOL IT email queue, and ensures issues are directed to the appropriate resources.

* Provides instructions to staff on basic IT troubleshooting using reference guides and FAQs developed by DOL IT that includes step-by-step instructions.

* Monitors the DOL IT email inbox, answers phone calls from staff, and may assign issues to DOL IT staff.

* Assists DOL IT with inventory, including updating inventory Excel spreadsheets.

* Submits IT invoices to the City's financial payment system, FMPS.

* Performs data entry.

* Creates and maintains databases and spreadsheets using various software packages.

* Researches, compiles, and analyzes data to prepare programmatic and administrative reports.

* Audits work and program records to ensure compliance with required protocols.

* Edits and proofreads documents and reports.

* Drafts correspondence for supervisor's signature.

* Orders and maintains materials and supplies and resolves problems with vendors.

* Supervises the maintenance, filing, scanning and storage of electronic and manual records.

* Relays and interprets management directives to staff.

* 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.

* Performs special projects as assigned.

Additional duties may be required for this position.

Location: 2 N. LaSalle St, Chicago, IL 60602

Days: Monday through Friday

Hours: 9:00 AM to 5:00 PM

THIS POSITION IS IN THE CAREER SERVICE

Three (3) years of administrative, office assistant or secretarial experience,

OR

a diploma or a certificate of completion from a vocational or business education program in office administration, plus two (2) years of administrative, office assistant or secretarial experience,

OR

graduation from an accredited college with an associate degree, plus one (1) year of administrative, office assistant or secretarial experience.

DESIRED SKILLS

* Strong oral and written communication skills

* Problem solving skills

* Ability to interpret technical information

* Familiarity with basic IT troubleshooting

SELECTION REQUIREMENTS

This position requires applicants to successfully complete an interview which will include a universal assessment and a written exercise and/or skills assessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.

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

https://www.chicago.gov/city/en/depts/fin/benefits-office.html

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

City of Chicago :: Classification and Pay Plan

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource staff will review applications after the final posting date. Staff will follow any and 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 the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. To learn more about our hiring practices click here.

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, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor