SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

Business Affairs & Consumer Protection

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Salary: $60, 720.00

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 03/07/2025

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

• In-person daily interaction with members of the public (applicants and licensees).

• Intakes and reviews license applications and supporting documents, in-person and electronically.

• Examines application forms and supporting documents for completeness and compliance.

• Reviews multiple databases and web portals in assessing applicants' qualifications for department issued licenses and permits.

• Recommends approval or denial of applications, licenses, permits for department issued licenses and permits based on interpretation of license requirements, rules and regulations.

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

• Explains laws, rules and procedures for complying with or obtaining department licenses and permits.

• Informs license applicants, in-person and via email, application issues and status.

• Communicates to license applicants, in-person and via email, steps to resolve licensing issues.

• Responds to inquiries or complaints from the general public and explains departmental policies and rules.

• Triages customers for appropriate department services and licenses.

• Enters, compiles, and analyzes data to ensure applicants meet licensing criteria before issuing licenses.

• Reviews and reconciles clerical and data entry discrepancies.

• Audits work and program records to ensure compliance with required protocols.

• Creates and maintains databases and spreadsheets using various software packages.

• Captures applicant photos and signatures using special software to generate license identification cards.

• Generates license certificates using special software.

• Checks license cards and certificates to ensure printed content is accurate before distributing to applicants.

• Drafts correspondence for supervisor's signature.

• Works on special projects which support department's licensing process and protocols.

• Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies.

Additional duties may be required for this position

Location: 2350 W. Ogden Ave., Chicago, IL

Days: Monday-Friday

Hours: 8:30am-4:30pm

MINIMUM QUALIFICATIONS

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

NOTE:

Preference will be given to candidates possessing the following:

* Previous experience working in an in-person, high volume, customer-facing environment

* Previous experience working in intake, review, and processing of license applications.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected.

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 in an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago

Brandon Johnson, Mayor