ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

Department of Administrative Hearings

Number of Positions: 1

(Additional vacancies are possible pending budget approval)

Annual Starting Salary: $51,936

These positions are open to the general public and to all current city employees covered under the terms of the City's collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (AFSCME) - (BARGAINING UNIT #01, 03, 04, 05).

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 beginning 4-21-26 until 11:59pm on 5-5-26.

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required.

Essential Duties:

* Perform administrative, clerical and secretarial duties for the Customer Service Division by receiving the public at the main information desk and kiosks.

* Provides high-level, face-to-face customer service by processing legally binding, accurate and time-sensitive documents, i.e., motion to set asides and hearing related requests via the City of Chicago ordinance.

* Communicates in person and by telephone with attorneys, litigants, respondents, collection firms and other court facility personnel to provide general information regarding department proceedings and forms.

* Maintains log sheets for all filed documents, distributing documents to other DOAH Divisions, Department Liaisons, Representatives and Corporation Counsel.

* Assists customers with the use of the Language Line interpreter service.

* Retrieve cash records for the Freedom of Information Act (FOIA) or for other purposes.

* Perform data entry for new cases by entering cases into the Administrative Hearings Case Management (AHMS) database.

* Will receive cross-training to assist other divisions in the event of staff absences.

* Must be available and provide lunch relief for the second-floor reception desk.

Additional duties may be required for this position.

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.

Location: Department of Administrative Hearings

400 W. Superior St.

Chicago, IL 60654

Shift: Monday-Friday

Hours: 8:30a.m. to 4:30p.m.

(Shift may vary due to the needs of the operation)

THIS POSITION IS IN THE CAREER SERVICE

Two (2) 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 one (1) year of administrative, office assistant or secretarial experience.

OR

Graduation from an accredited college with an Associate's degree, plus one (1) year of administrative, office assistant or secretarial experience.

NOTE: To be considered for this position you must provide information about your educational background and/or 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.

Educational & Employment Verification:

Please be advised that if you are selected to be hired you must provide, upon request, with 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.

NOTE: A copy of your official transcripts and/or professional license, or training certificates will be required at the time of interview, if applicable.

Selection Requirements: This position requires applicants to successfully complete an interview which will include a universal assessment. The interviewed candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected. The interviewed bidders possessing the qualifications best suited to fulfill the responsibilities of the position will be selected in seniority order according to the collective bargaining agreement.

Desired Skills

• Previous work experience performing administrative or secretarial duties.
• Previous work experience providing customer service in person, over the phone and via email.
• Previous work experience in records management, personnel procedures or record keeping.
• Previous work experience reviewing incoming correspondence and drafting responses to internal and external clients.

* Proficiency in Microsoft Word, Excel and Outlook.

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. The Department of Human Resources 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