SENIOR ADMINISTRATIVE ASSISTANT

SENIOR ADMINISTRATIVE ASSISTANT Job Number: 409879 Description BID/JOB ANNOUNCEMENT

SR. ADMINISTRATIVE ASSISTANT

CHICAGO DEPARTMENT OF TRANSPORTATION

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Starting Salary: $60,720; Grade: B-12

Applications for this position will be accepted until 11:59 pm CDT on Monday, June 2, 2025.

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: 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

Under general supervision, performs administrative and office management support functions of a complex nature for a City manager, OR supervises staff performing office, clerical and/or administrative functions, 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

Acts as a specialist in the review and processing of documents for applications, licenses and permits for

departmental programs or coordinates the activities of office staff performing these functions

Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation

of program requirements, rules and regulations

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

Researches costs, monitors, and analyzes expenditures to assist in the preparation of the annual budget

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 to staff

Attends meetings in the absence of the supervisor

Participates on task force committees to evaluate existing processes and recommend methods to improve systems

Additional duties may be required for this position.

LOCATION: 3458 S. Lawndale

HOURS: 7:30 am - 3:30 pm, Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications MINIMUM QUALIFICATIONS

Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

NOTE: You must provide your degree/transcripts at the time of processing, if applicable.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a universal assessment as part of the interview. The interviewed candidate 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.

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resource 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.

For Information on our employees benefits please visit our benefits website at:



For Information on our salary and title structure visit our classifications website at:



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 19, 2025, 5:00:00 AM Closing Date (Period for Applying) - External: Jun 3, 2025, 4:59:00 AM BU: 01 Salary: $60,720.00 Pay Basis:Yearly