ADMINISTRATIVE ASSISTANT II

City of Chicago

ADMINISTRATIVE ASSISTANT II

BID/JOB ANNOUNCEMENT

DEPARTMENT OF LAW

Collections, Ownership, and Administrative Litigation (COAL) Division

This position is 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 Union - AFSCME (BARGAINING UNITS 1, 3, 4, & 5).

Attention AFSCME members in Bargaining Units 1, 3, 4, & 5: When submitting your bid application for this position, please select 01-AFSCME from the Bargaining Unit drop-down menu as it is the only option for AFSCME members.

IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID ONLY SITE AT: www.cityofchicago.org/CAREERS

(Once the website opens, scroll down and click on the button titled “Bid Opportunities.”)

IN ADDITION, YOU MUST CHECK THE BOX ON THE CAREERS APPLICATION TITLED "ALREADY EMPLOYED BY THIS COMPANY", CORRECTLY ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND CORNER OF YOUR PAY CHECK STUB LABELED “PAYEE/EMPLOYEE NUMBER.”

(NO OTHER FORMAT OR SYSTEM CAN BE USED TO OBTAIN YOUR EMPLOYEE NUMBER).

FAILURE TO CHECK THE “ALREADY EMPLOYED BY THIS COMPANY” BOX, ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION.

Number of Vacancies: 1

Under general supervision, the Administrative Assistant II performs administrative, clerical and secretarial duties to support the operations of the COAL Division.

ESSENTIAL DUTIES

Compiles, labels, and organizes court files
Copies and transmits documents
Warehouses and retrieves files
Provides basic information and takes messages in response to public telephone inquiries
Locates and provides case files upon attorney request
Sorts tickets when necessary
Compiles documents and obtains data from various sources to prepare administrative reports
Creates documents and 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
Maintains supervisor’s appointment calendar and schedules and organizes meetings
Orders office supplies and coordinates equipment repair and maintenance
Processes mileage reimbursement requests
Organizes and maintains records and office files
Relays directives and distributes information to staff as directed
Performs various clerical duties to relieve supervisor of administrative and clerical detail
Performs other related duties as assigned

LOCATION: Department of Law (COAL Division)

ADDRESS: 740 N. Sedgwick, Chicago, IL 60654

HOURS & SHIFT: Monday through Friday - 8:30 am to 4:30 pm with a 60 minute lunch period

DAYS OFF: Saturday and Sunday

THIS POSITION IS IN THE CAREER SERVICE.

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

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

Preference will be given to candidates possessing the following:

An Associate’s Degree
Previous work experience performing administrative and secretarial duties
Proficiency in Microsoft Office applications

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.

NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of interview, if applicable.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test(s) and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been compiled and analyzed. Applicants who receive a passing score on the test(s) will be selected to interview. The interviewed candidate(s) receiving a passing score on the test(s) and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected for hire.

Education & 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.

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 veterans 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 (Member Copy-4) to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary 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 applications will be accepted.

An employee must be an actual resident of the City of Chicago. Proof of residency will be required at the time of employment.

If you are disabled and require a reasonable accommodation to file your application, please contact the City of Chicago, Department of Human Resources at 312-744-4976, TTY: 312-744-5035. You will be required to provide information regarding your request.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago Department of Law Department of Human Resources

Rahm Emanuel Stephen R. Patton Soo Choi

Mayor Corporation Counsel Commissioner

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