SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

CHICAGO PUBLIC LIBRARY

CORPORATE AND PRIVATE EVENTS

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $60,720

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 09/24/2025

ESSENTIAL DUTIES

Coordinates all event logistics by communicating with rental clients, planners, and partners to secure all needs for a seamless event experience. Manages vendor relations, ensuring all necessary documentation and permits are in place and providing clear instructions on building operations. Leads site visits and walkthroughs for clients, planners, partners, and key stakeholders. Drafts and executes event contracts. Drafts and executes all necessary reports to request support from security, audio-visual, maintenance, engineers, and building management teams. Provides onsite event management, acting as the primary point of contact for clients, planners, vendors, and building management to ensure all program expectations and department policies are met. Utilizes event management software to maintain accurate and current event details and records. Manages department administration, including digital and physical file management, daily correspondence, and timekeeping. Assists with department inquiries, answering and directing incoming phone calls and emails as needed. Oversee financial administration by ordering supplies, submitting invoices, and processing payments with the finance department.

Additional duties may be required for this position.

Location: 400 S. State St - Corporate and Private Events

Days: Monday - Friday

Hours: 8:00AM - 4:00PM Some evenings and weekends may be required for events

THIS POSITION IS IN THE CAREER SERVICE

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

SELECTION REQUIREMENTS:

This position requires applicants to complete an interview which will include a universal assessment. 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:

* Two years of work experience in event coordination or venue/space management

* Two years of experience working with the public.

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