City of Chicago Hiring for STAFF ASSISTANT – EXCLUDED at Chicago, Illinois Full Time

Description:

STAFF ASSISTANT – EXCLUDED

JOB ANNOUNCEMENT

Department: Water Management

Number of Positions: 1 Full-Time

Duties:

• Under direction, assists in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance.

• Reviews and analyzes departmental policies and procedures such as recording keeping methods, personnel requirements and performance standards, in order to increase operating efficiency.

• Develops, implements and monitors departmental policies and procedures.

• Coordinates and provides administrative support in departmental operations; develops plans for long-term organizational goals.

• Plans and coordinates management activities to ensure the efficient operation of the executive office.

• Communicates critical matters to appropriate departmental staff.

• Acts a liaison for management at meetings, committees and field assignments as needed.

• Uses a personal computer or related office equipment to prepare reports and correspondence on departmental operations.

• Develops standards and necessary controls to ensure that major departmental plans, policies and procedures are executed.

• Provides clerical and administrative support for the Managing Deputy Commissioner by creating spreadsheets and correspondence using MS Office, handling information requests, receiving visitors, arranging conference calls, and scheduling meetings.

• Maintain professionalism and strict confidentiality with department matters, material, and files.

• Answers inquiries on the phone or in person, and forward calls as required to the appropriate staff member for response and resolution.

• Exercise discretion when communicating with department staff, city officials, and external customers.

• Handles multiple projects by planning and arranging work to ensure the Managing Deputy Commissioner’s priorities are met.

• Performs related duties as required.

NOTE : The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

THIS POSITION IS IN THE CAREER SERVICE

Qualifications:

Graduation from an accredited college or university with a Bachelor’s degree in Business Administration, Public Administration or a related field, supplemented by one year of administrative experience, or an equivalent combination of training and experience.

Disclaimer – “Accredited” means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

Education & Employment Verification – Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.

Please note, all positions with the City of Chicago close promptly at 11:59pm Central Daylight Time (CDT). Applications for this position will be accepted until 11:59p.m. CDT on 10/14/2021 . No exceptions will be made.

NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment, and specific job duties. (If you are a current City employee, Acting Up cannot be considered.) If you fail to provide this information at the time you submit your application, it will be incomplete and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.

Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applications will be accepted.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise 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.

Preference will be given to candidates possessing the following:

• Previous work experience in a Staff Assistant or similar role to a high ranking executive.

• Previous work experience working independently on a project and/or task.

• Previous work experience responding to high volume inquiries over the phone and in person.

• Previous work experience in an administrative or operational role.

• Previous work experience with direct public contact and customer service.

• Proficiency preparing reports and maintaining multiple spreadsheets using MS word and Excel.

• Previous work experience in analytics problem solving, obtaining and interpreting information and making recommendations.

• Previous work experience providing clerical and administrative services to executive level personnel.

• Previous service in the Armed Forces of the U.S. on active duty continually for six months and have not been dishonorably discharged.

VETERANS PREFERENCE NOTE : The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering “yes” or “no” to the question on the online application that asks, “Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?” In addition, you must attach documentation to verify your military service. For veterans, you must attach a copy of your DD214 (Member Copy-4) to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference.

Residency Requirement: All employees of the City of Chicago must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.

If you would like to request a reasonable accommodation due to disability or pregnancy in order to participate in the application process , please contact the City of Chicago, Department of Human Resources, at 312-744-4976 or [email protected] . Please be prepared to provide information in support of your reasonable accommodation request.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago Department of Human Resources

Lori E. Lightfoot, Mayor Christopher Owen, Commissioner