BID/JOB ANNOUNCEMENT

Administrative Assistant

Department of Finance

Accounts Receivable Division

Utility Billing and Customer Service Division

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Starting Salary: $48,960.00/Annually

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 CST onNovember 29, 2024.

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.

ESSENTIAL DUTIES

· Compiles documents and obtains data from various sources to prepare programmatic and administrative reports.

· Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets).

· Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required.

· Creates, formats and maintains spreadsheets and reports using various software packages.

· Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements).

· Reviews incoming correspondence and drafts standard responses for supervisor's signature.

· Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors.

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

· Organizes and prepares legal documents for submission to the courts.

· Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures.

· Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff, accordingly.

· Performs timekeeping and payroll functions for departmental employees.

· Maintains personnel and time records.

· Relays directives and distributes information to staff as directed.

· Prepares a variety of statistical, operating, ad hoc and performance reports.

· Performs various clerical duties to relieve supervisor of administrative and clerical detail.

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

· Processes payment vouchers, travel and mileage reimbursement requests.

· Maintains account records, verifies the posting of payments and collects payment for department programs.

· Trains and instructs staff in office and clerical operations and departmental rules and policies.

· Maintains petty cash records to track office expenditures.

· Participates in conducting special projects and studies to improve the efficiency of administrative operations, as required.

· Reviews and evaluates staff work performance, as required.

· Processes daily billing exceptions, issues service orders, enters readings from completed service orders, and processes meter change-outs.

Additional duties may be required for this position

Location: 2 N. LaSalle St., Chicago, IL 60602

Days: Monday through Friday

Hours: 8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE