Description

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

• Monitors Department of Law (DOL) warehouse requests and facilities coordination within the Administrative Services division.
• Collaborates with the Director of IT and Programmer/Analyst in DOL to manage and triage incoming requests to  DOL IT email queue, and ensures issues are directed to the appropriate resources.
• Provides instructions to staff on basic IT troubleshooting using reference guides and FAQs developed by DOL IT that includes step-by-step instructions.
• Monitors the DOL IT email inbox, answers phone calls from staff, and may assign issues to DOL IT staff.
• Assists DOL IT with inventory, including updating inventory Excel spreadsheets.
• Submits IT invoices to the City’s financial payment system, FMPS.
• Performs data entry.
• Creates and maintains databases and spreadsheets using various software packages.
• Researches, compiles, and analyzes data to prepare programmatic and administrative reports.
• 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.
• Supervises the maintenance, filing, scanning and storage of electronic and manual records.
• Relays and interprets management directives to staff.
• 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.
• Performs special projects as assigned.

Additional duties may be required for this position.

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

Days: Monday through Friday

Hours: 9:00 AM to 5:00 PM

Requirements

QUALIFICATIONS

• Three (3) years of administrative, office assistant or secretarial experience,

OR

• 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,

OR

• graduation from an accredited college with an associate degree, plus one (1) year of administrative, office assistant or secretarial experience.

DESIRED SKILLS

• Strong oral and written communication skills
• Problem solving skills
• Ability to interpret technical information
• Familiarity with basic IT troubleshooting

SELECTION REQUIREMENTS

This position requires applicants to successfully complete an interview which will include a universal assessment and a written exercise and/or skills assessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.