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ADMINISTRATIVE ASSISTANT III - EXCLUDED At City of Chicago

Location: Chicago, Illinois

Job Description

ADMINISTRATIVE ASSISTANT III - EXCLUDED
Job Number: 320121
Description

ADMINISTRATIVE ASSISTANT III – EXCLUDED



JOB ANNOUNCEMENT



DEPARTMENT OF PLANNING AND DEVELOPMENT

Human Resources Office Operations Division



Number of Positions: 1



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

  • Studies office operational processes and recommends procedural changes to improve efficiencies
  • Creates and maintains spreadsheets to track inventory, facilities work orders, offsite storage, reprographics requests, performance evaluations, discipline and legal matters, and union grievances
  • Performs data entry in the City’s grievance tracking system
  • Edits and proofreads documents and reports
  • Drafts correspondence for supervisor’s signature
  • Coordinates staff development and training initiatives
  • Assists with inventory control; stocks and delivers materials and supplies; resolves problems with vendors
  • Researches costs and analyzes expenditures of human resources and office operations to assist in the preparation of the annual budget
  • Inputs budget request in SharePoint
  • Maintains basic accounting and petty cash rewards for office related expenditures
  • Assists with office support services
  • Assists staff in resolving sensitive operational and personnel problems
  • Prepares various work reports regarding office expenditures, work operations, and staff activities
  • Coordinates new hire onboarding process
  • Interprets personnel policies and procedures to staff
  • Attends meetings in the absence of the supervisor, as required


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: City Hall

Address: 121 N LaSalle St, 10th Floor

Days: Monday – Friday

Hours: 8:30 AM – 4:30 PM



THIS POSITION IS IN THE CAREER SERVICE


Qualifications

MINIMUM QUALIFICATIONS

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

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



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.



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 related 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(s) and complete an interview which will include a written exercise as part of the 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 and written parts of the interview, will be selected.



Preference will be given to candidates possessing the following:

  • Associate’s degree or higher in Public Administration, Business Administration, or Social Sciences
  • Previous experience administering City of Chicago human resources policies and procedures
  • Previous human resources generalist experience
  • Previous project management work experience
  • Proficiency working with Microsoft Office products
  • Proficiency working with SharePoint software
  • Previous customer service experience
  • Proficiency working with Oracle-based HRIS systems


VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference for 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 documents. 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 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 Office 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 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 (voice) or (312) 744-5035 (TTY). 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 Employment Opportunity and Military Friendly Employer.



City of Chicago Department of Human Resources

Rahm Emanuel, Mayor Soo Choi, Commissioner



PLEASE NOTE: Applications for this position will be accepted until 11:59 pm CST on 02/15/2019. NO EXCEPTIONS WILL BE MADE
Job Posting: Feb 1, 2019, 3:15:12 PM | Closing Date (Period for Applying) - External: Feb 15, 2019, 11:59:00 PM
BU: 20 | Salary: $44,604.00 Pay Basis:Yearly