SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant

Department of Administrative Hearings

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $62,544.00 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 CDT on March 27, 2026.

Under general supervision, develops and disseminates communication and public information materials in order to promote departmental programs and services; and performs related duties as required.

ESSENTIAL DUTIES

* Receives the general public at reception desk.

* Orders supplies and forms for office staff use.

* Provides vacation/absence relief for various divisions including the Department information desk and at satellite hearing facilities.

* Answers main telephone line for the Department.

* Assists respondents/public by processing motions for set asides and hearing requests in a timely and accurate manner pursuant to the Municipal Code of Chicago.

* Communicates in person and by telephone with attorneys, litigants, respondents, the public, and other court facility personnel to provide general information regarding DOAH's proceedings and forms.

* Maintains log sheets for all filed documents, where applicable.

* Assists with coordinating the Administrative Law Judge monthly assignment schedule.

* Assists respondents and customers with the use of language interpreter telephone services.

* Schedules sign language interpreter requests for persons with hearing loss.

* Processes subpoenas and DOAH records requests.

* Performs other general administrative office functions and tasks, i.e., filing, sorting mail, photocopying, preparing form letters, correspondence, spreadsheets, and label flyers and conducts computer information searches.

Additional duties may be required for this position.

Location: 740 N. Sedgwick St., 6^th Floor, Chicago, IL 60654

Days: Monday through Friday

Hours: 8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

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 or university with an associate degree or higher, plus one (1) year of administrative, office assistant or secretarial experience.

SELECTION REQUIREMENTS

This position requires applicants to successfully complete an interview which will include a written exercise and/or skills assessment as part of the interview. 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.

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