ADMINISTRATIVE ASSISTANT III

JOB ANNOUNCEMENT

Administrative Assistant III

DEPARTMENT OF PUBLIC HEATH

Bureau Of Health Protection

Administration and Grants Management Program

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $58,956

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 09/24/2024

As an essential member of the Chicago Department of Public Health, the Administrative Assistant III role performs administrative and office management support functions for the department. This role will also engage in the studies, special projects, and research conducted by department personnel to prepare reports on findings.

ESSENTIAL DUTIES

Office Management. Maintains basic accounting and petty cash records for office-related expenditures. Manages supply inventories and vendor problem resolutions. Interacts with the public and responds to inquiries or comments on departmental policies. Assists in annual budget preparation. Assigns and reviews the work of support and public-facing staff. Schedules support team and provide instruction, training, and feedback to ensure administrative procedures are followed and department standards are met.

Team Support. Creates and maintains databases and spreadsheets using different software packages. Researches, compiles and analyzes data to prepare program and administrative reports. Collaborates and supports department employees in preparing reporting and presentations to communicate insights to internal and external audiences.

Additional duties may be required for this position

Location: 1340 S. Damen Ave, Chicago, IL 60608

Days: Monday - Friday

Hours: 8:00AM - 4:00PM

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, and Experience

 Three years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.

OTHER KNOWLEDGE, SKILLS, ATTRIBUTES, AND ABILITIES

• Good knowledge of office management, administrative procedures, and practices

• Ability to develop and maintain effective working relationships with supervisors and staff

• Skilled in preparing informational reports

• Excellent verbal and written communication skills

• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook

ABOUT YOU

You have a strong focus on CDPH's core values, which are:

 Anti-Racism - a commitment to dismantling systemic racism to create an organizational culture that actively supports anti-racist efforts and is committed to recognizing, addressing, and eradicating all forms of racism within the department and the community.

 Informed Decision Making - collect, share, and operationalize data to support public health decisions and actions to improve health and achieve our mission. CDPH leverages appropriate data infrastructure and technology to drive decisions and assess performance.

 Teamwork - cultivate belonging and respect for colleagues and community partners. Act responsibly and work cooperatively to ensure effective communication. Encourage each other to grow and achieve our common goals.

 Excellence - value creativity, innovation, and exploration; continuously seek to improve processes and systems by working together with integrity, honesty, compassion, and transparency.

SELECTION REQUIREMENTS

Interview: MS Teams Testing: Pass/Fail Testing administered before scheduling interview, exercise to be completed before interview.

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.

This position is funded by a federal grant. These funds may be extended, but CDPH cannot guarantee this position will be funded past July 2026.

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

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

City of Chicago

Brandon Johnson, Mayor