STAFF ASST

• 
  Implement administrative and organizational practices and procedures for the division, such as developing, preparing, organizing, maintaining, and storing the division’s confidential files, documents, and filing system, managing inquiries, and using judgment to ensure the appropriate team members are informed of operations and the office runs smoothly and efficiently

• 
  Maintain calendars, schedule appointments, prepare documents, serve as a note taker at meetings and events, and brief employees in advance of meetings and appointments by using Microsoft software products, Outlook/Office Suite and other scheduling and meeting tools to avoid scheduling conflicts and to prepare for meetings

• 
  Relay requests for information and directives to departmental staff, and provide status reports to ensure all team members are informed and kept abreast of projects/assignments

• 
  Relieve division staff of administrative, clerical, and office functions, such as filing, organizing, ordering office supplies, formatting document lists, mail merges using Microsoft software, and other related clerical functions

• Maintain confidentiality of all materials, specifically personnel forms and human resources documents to maintain integrity and to comply with rules and policies

• 
  Prepare materials including financial charts and presentations for training and reports using Microsoft PowerPoint and Excel

• 
  Work on special projects and handle special assignments

• 
  May assist with the travel request process for the department, including compiling travel documents, uploading information into the city’s system, making travel and hotel arrangements, and preparing paperwork for travel reimbursements

• 
  Assist with time and attendance processes, including reviewing edit forms for accuracy and completion, entering data into the city’s system, generating reports, responding to inquiries, and filing documents

• 
  Assist with the hiring process by working with the Assistant Commissioner to provide support to the HR team, as needed

• 
  Assist with other DCASE events, programs, and activities

• 
  Perform related duties as required

MINIMUM QUALIFICATIONS:

• 
  Five (5) years of administrative work experience
• Graduation from an accredited college with an Associate’s degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience

• Demonstrated work experience managing multiple projects/tasks

• Experience with customer service/communicating with a variety of people

• Experience with scheduling meetings and events and responding to inquiries

• Previous administrative/secretarial work experience in the areas of human resources

• Previous work experience maintaining and generating reports

• Previous work experience writing responses and correspondence

• Proficiency with Microsoft Office Suite

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.