Administrative Assistant - Full Time $33-37Hr Monday-Friday Bonus Asap

ESSENTIAL DUTIES

• Drafts correspondence for supervisor’s signature
• Processes disabled parking applications and performs all steps from survey approval or denials to working with the Department of Transportation, Ward office staff, Alderpersons, and applicants
• Assists staff with project-based requests and task execution
• Manages, directs, and responds to general emails received by the division
• Responds to inquiries or complaints from the general public and explains departmental policies
• Participates in the conduct of studies and special projects and prepares reports on findings
• Maintains office support services
• Maintains basic accounting and petty cash records for office related expenditures, deposits
• Processes orders and invoices in the Financial Management and Purchasing System (FMPS)
• Files documents for the department as needed
• Records retention management
• Executes and manages document gathering projects
• Researches, compiles, and analyzes data to prepare reports
• Edits and proofreads documents and reports
• Coordinates and maintains meeting scheduling for the division
• Prepares refund spreadsheets and submits for payment
• Prepares weekly task reports
• Creates and maintains databases and spreadsheets using various software packages
• Places work orders with building management for routine fixes and plumbing issues
• Processes City Council passages relating to disabled installation and removals
• Prepares refund transfer requests
• Maintains office supply inventory levels
• Checks refund telephone voicemail, researches and responds to refund inquiries

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 Finance (Various Locations)

333 S. State St.,121 N. LaSalle St., 940 W. Exchange

Chicago, IL

Days:Monday through Friday

Hours:8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

Three years of administrative or secretarial experience, or an equivalent combination of education, training, and experience

Preference will be given to candidates possessing the following:

• Proficiency using Microsoft Excel and Microsoft Word