SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant

Business Affairs & Consumer Protection

Bureau or Division Name (if applicable)

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $62,544

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 11/10/2026

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

• 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, prepares reports on findings, and recommends procedural changes to improve efficiencies
• Creates and maintains databases and spreadsheets using various software packages
• Schedules events, meetings, and coordinates office support services
• Explains laws, rules, and procedures for complying with or obtaining departmental programs or services
• 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
• Researches costs, monitors, and analyzes expenditures to assist in the preparation of the annual budget
• Maintains basic accounting and petty cash records for office-related expenditures
• 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, as required
• Reviews and reconciles clerical and data entry discrepancies
• Assists staff in resolving complex or sensitive operational work problems
• Supervises the maintenance, filing, scanning, and storage of electronic and manual records
• Interprets personnel policies and procedures to staff
• Attends meetings in the absence of the supervisor

* Processes administrative notices of violations (ANOVs) to the Department of Administrative Hearings

* Supports the intake, triage, and management of complaints, calls, and inquiries received by the Business Compliance Enforcement (BCE) unit.

* Communicates with the public, complainants, and businesses regarding complaints, inquiries, and requests for information

* Oversees the filing, storage, and maintenance of office and electronic filing systems and updates tracking logs and databases

* Assists with planning, coordinating, and tracking management activities and operational priorities

* Serves as a liaison between BCE staff and other City departments and external contacts.

* Coordinates the ordering, storage, and distribution of office supplies and/or coordinates equipment repair and maintenance

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: 2350 W Ogden, Chicago

Days: Monday - Friday

Hours: 8:30 am - 4:30 pm

THIS POSITION IS IN THE CAREER SERVICE

MINIMUM QUALIFICATIONS

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

Should the above criteria not be fulfilled, the following options are acceptable:

• 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
• Graduation from an accredited college with an Associate's degree, plus one (1) year of administrative, office assistant or secretarial experience

Educational & Employment Verification:

Please be advised that if you are selected to be hired, you must provide, upon request, adequate information regarding your education 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/diplomas 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 test and complete an interview. Test results will be sent out by the Department of Human Resources after they have been analyzed and compiled. The candidates who receive a passing score on the skills assessment test will be invited to interview for the position. Candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview, will be selected in seniority/lottery order

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 Resources 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 or 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