EXECUTIVE ADMINISTRATIVE ASSISTANT II Job at City of Chicago in Chicago
City of Chicago, Chicago, IL, United States
Job Number:
0802-DPD-2024Description
JOB ANNOUNCEMENT
EXECUTIVE ADMINISTRATIVE ASSISTANT II
DEPARTMENT OF PLANNING & DEVELOPMENT
Commissioner's Office
Number of Positions: 1
(additional vacancies possible pending budget approval)
Starting Salary: $74,244.00
Applications for this position will be accepted until 11:59pm CST on 12/11/2024
Under supervision, provides confidential secretarial and administrative support to the Commissioner of Planning and Development, and performs related duties as required
ESSENTIAL DUTIES
* Relieves the Commissioner of clerical and administrative type functions
* Demonstrates organizational skills, implementing administrative work procedures to ensure the Office of Commissioner runs smoothly and efficiently
* Screens visitors and telephone calls; takes messages and uses judgement in forwarding calls to appropriate personnel for response and resolution
* Maintains the Commissioner's calendar and schedules appointments; schedules meeting rooms and manages meeting arrangements and logistics
* Briefs and prepares Commissioner for meetings
* Relays requests for information and directives from the Commissioner to departmental staff and provides status reports
* Provides summaries of incoming mail, meeting requests, and other items requiring the Commissioner's attention and response
* Takes dictations and transcribes; takes notes at meetings and prepares summaries
* Reviews correspondence and other materials requiring Commissioner's signature before presenting for signature
* Maintains confidentiality of all materials and files
* Communicates with departmental managers, City officials, and external customers to apprise the Commissioner on the status of various projects or of critical issues
* Demonstrates ability to use MS Word and Excel in typing a variety of correspondence and creating spreadsheets and databases to maintain and track information
* Prepares PowerPoint materials including charts and presentations
* Conducts research and prepares correspondence in response to inquiries or information requests for the Commissioner's signature
* Works on special projects and handles special assignments as directed by the Commissioner
* Makes travel and hotel arrangements and prepares paperwork for travel reimbursements
Additional duties may be required for this position
Location: City Hall, 10th Floor
Days: Monday - Friday
Hours: 9:00am - 5:00pm (occasional evening or weekend hours may be required)
THIS POSITION IS EXEMPT FROM THE CAREER SERVICE
Qualifications
MINIMUM QUALIFICATIONS
* Six (6) years of work experience performing secretarial and/or administrative support functions, OR
* Graduation from an accredited college with an Associate's degree, PLUS at least four (4) years of work experience performing secretarial and/or administrative support functions, OR
* Graduation from an accredited college or university with a Bachelor's degree, PLUS at least two (2) years of work experience performing secretarial and/or administrative support functions, OR
* Graduation from an accredited college or university with a Master's degree, PLUS at least one (1) year of work experience performing secretarial and/or administrative support functions
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.
The City of Chicago is committed to providing fair chance hiring and welcomes applicants with past convictions, recognizing the value of a diverse workforce and the potential for growth and positive change.
City of Chicago
Brandon Johnson, Mayor