BID/JOB ANNOUNCEMENT

Administrative Assistant III

{One position for MICAH and One position

for Environmental & Permitting}

Department of Public Health

Number of Positions: 2

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

Mission: CDPH works with communities and partners to create an equitable, safe, resilient and Healthy Chicago.

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:

• Researches, compiles, and analyzes data to compare programmatic and administrative reports;
• Supports organization and maintenance of paper and electronic files related to bureau operations and programs.
• Supports the recruitment and onboarding of personnel through maintaining and updating hiring and vacancy tracking related data and paperwork, scheduling of candidate interviews, assisting with new hire preparations (e.g., ordering supplies, preparing workspaces, etc.), and other related activities
• Coordinate and monitor the processing of various forms and documents including applications, requisitions, vouchers, and payroll. Maintains internal tools for tracking invoices, etc. and verifies the posting of payments.
• Supervises the ordering, storage and distribution of supplies and equipment, resolves problems with vendors, and develops and maintains technology equipment inventories for the bureau.
• Assists staff with scheduling and organizing programmatic events and activities.
• Participates in the conduct of studies and special projects.
• Prepares report on findings.
• Creates and maintains databases and spreadsheets using various software packages.
• Edits and proofreads documents and reports.
• Drafts correspondence for supervisor signature.
• Explains Departmental policies.
• Provides instruction and training to staff on work operations and office procedures.
• Prepares various work reports regarding office expenditures and work operations.
• Prepares data reports regarding program operations, interprets personnel policies and procedures to staff.
• May participate on task force committees to evaluate existing processes and recommend methods to improve systems, Kronos editor, assist with patient registration, maintain coverage calendar, other duties as needed.

Additional duties may be required for this position.

Location:

Department of Public Health

DePaul Center, 333 S. State St. 2nd Floor

Hours: 8:30am to 4:30pm. Mon-Fri

THIS POSITION IS IN THE CAREER SERVICE

MINIMUM QUALFICATIONS

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

Licensure, Certification, or Other Qualifications:

N/A

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test, writing skills assessment and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The candidates that 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 possess the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected in seniority/lottery order.

Preference will be given to candidates possessing the following:

• Proficiency using Microsoft Office Suite (Outlook, Word and Excel).
• Previous work experience compiling and preparing management reports.
• Previous work experience using computerized Timekeeping systems like Kronos or a similar system.
• Previous work experience preparing professional memorandums.
• Bachelor’s Degree.

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 and Military Friendly Employer.

City of Chicago Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner

Applications for this position will be accepted until 11:59 pm CDT on 04/08/2023