SENIOR ADMINISTRATIVE ASSISTANT

SENIOR ADMINISTRATIVE ASSISTANT

Job Number:

418866 Description

BID/JOB ANNOUNCEMENT SENIOR ADMINISTRATIVE ASSISTANT OFFICE OF EMERGENCY MANAGEMENT AND COMMUNICATIONS

Investigations Division Number of Positions:

1

Starting Salary:

$62,544.00 This position is open to current

AFSCME BIDDERS AND

the PUBLIC. Only 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

are considered BIDDERS and are eligible to bid. Qualified BIDDERS who properly submit a bid application will receive preference over any non-bidders.

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.

• Successful candidates must pass a background investigation.

Persons offered employment must pass all pre-employment exams prior to appointment. Applications for this position will be accepted until 11:59 pm Central time on 05/26/ 2026. Under general supervision, supervises staff performing office, clerical and/or administrative functions and performs administrative and office management support functions of a complex nature for a City manager, 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
• Oversees or performs timekeeping and payroll functions for departmental employees
• 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
• Responds to inquiries or complaints from the general public and explains departmental policies
• Oversees the maintenance of account records, posting of payments and collection of payments for department programs
• Maintains basic accounting and petty cash records for office-related expenditures
• Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions
• 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
• Prepares employee work schedules.
• 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
• Prepares various work reports regarding office expenditures, work operations, and staff activities
• Interprets personnel policies and procedures for staff
• Attends meetings in the absence of the supervisor Additional duties may be required for this position.

LOCATION

Office of Emergency Management and Communications

DIVISION

Investigations ADDRESS:

1411

W Madison St SHIFT:

Monday through

Friday HOURS:

8 :30 am - 4:30 pm

DAYS OFF

Saturday and Sunday

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, and Experience

• Three (3) years of administrative, office assistant or secretarial experience Should the above criteria not be fulfilled, the following options are acceptable: o 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 o Graduation from an accredited college with an associate's degree, PLUS one (1) year of administrative, office assistant or secretarial experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include a universal skills assessment test 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. Selected Bidders will be hired in seniority order according to the collective bargaining agreement. 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: https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

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 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 Job Posting :

May 11, 2026, 5:00:00 AM | Closing Date (Period for Applying) -

External :

May 27, 2026, 4:59:00

AM BU :

01 |

Salary :

$62,544.00

Pay Basis :

Yearly