ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

AMINISTRATIVE ASSISTANT

DEPARTMENT OF FAMILY AND SUPPORT SERVICES

HUMAN SERVICES DIVISION

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $51,936

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 11:59pm CDT on 08/11/2026

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
• Oversees the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and database
• Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures
• 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

Additional duties may be required for this position.

Location: Human Services Division

845 W. Wilson

Days: Monday - Friday

Hours: 9:00AM - 5:00PM

THIS POSITION IS IN THE CAREER SERVICE

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

* Should the above criteria not be fulfilled, the following options are acceptable: A diploma or a certificate of completion form a vocational or business education program in Office Administration, plus one (1) years of administrative, office assistant or secretarial experience

* Graduation from an accredited college with an Associate's degree or higher, 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 assessment. 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.

Preference will be given to candidates possessing the following:

* Demonstrated ability to obtain and prepare programmatic data and administrative reports

* Training experience

* History of providing high-level support to senior leadership

* A Associates degree or 60 college credit hours

* Proficiency in Microsoft Office, including Excel, Power Point and Outlook

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 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.

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