jobs..... Job Description ADMINISTRATIVE ASST II Job Number: 255154 Description ADMINISTRATIVE ASSISTANT II DEPARTMENT OF BUILDINGS BID/JOB ANNOUNCEMENT IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID ONLY SITE AT: cityofchicago.org/CAREERS (Once the website opens, scroll down and click on the button titled “Bid Opportunities.”) IN ADDITION, YOU MUST CHECK THE BOX ON THE CAREERS APPLICATION TITLED ALREADY EMPLOYED BY THIS COMPANY, CORRECTLY ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND CORNER OF YOUR PAY CHECK STUB LABELED “PAYEE/EMPLOYEE NUMBER.” (NO OTHER FORMAT OR SYSTEM CAN BE USED TO OBTAIN YOUR EMPLOYEE NUMBER). FAILURE TO CHECK THE “ALREADY EMPLOYED BY THIS COMPANY” BOX, ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION. These positions are open to the general public and to all current city employees covered under the terms of the Citys collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES (BARGAINING UNIT #1, 3, 4, 5). NUMBER OF VACANCIES: 1 ESSENTIAL DUTIES: The Information Systems team at the Dept. of Buildings is responsible for performing a number of key IT functions for the department and the City. The Administrative Assistant II: •Will support record keeping, internal and external customer service, database and inventory management, GPS based inspection/inspector tracking software (XORA), the Annual Inspection and Certification (AIC) program for building owner initiated inspection and reporting of elevator inspections; •Coordinate and follow-up with the efforts to setup all the necessary software system accounts, procure computer and smart devices(phones) and grant all the system permissions; •Compile documents and obtains data from various sources to prepare programmatic and administrative reports; •Create and maintain spreadsheets and formats and types reports using various software packages; •Proofread documents and correspondence submitted for supervisor’s review; •Answers telephones, respond to inquiries and direct calls; •Organize and maintain program records and office files; •Explains program procedures and departmental policies to the general public and staff; •Relays directives and distribute information to staff as directed; •And, other job related duties as assigned. DEPARTMENT OF BUILDINGS Location: 121 N. LaSalle Street, Chicago Shift: Monday thru Friday Hours: 8:30 AM to 4:30 PM •THIS POSITION IS IN THE CAREER SERVICE. Qualifications Two years of progressively responsible administrative or secretarial experience from an information technology work environment, or an equivalent combination of training and experience. Disclaimer - Accredited means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program. Education & Employment Verification - Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired. NOTE: To be considered for this position you must provide information about your educational background and your 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. NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of processing, if applicable. SELECTION REQUIREMENTS: This position requires applicants to complete a skills assessment and an office interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be selected. Preference will be given to candidates possessing the following: •Previous experience in a position responsible for administrative, secretarial, or technical support in an information technology work environment •Previous experience providing technical support for web based applications •Previous experience responding to end users •Previous experience drafting standard technology responses for a supervisors signature •Previous experience communicating program policies and procedures •Knowledge of Microsoft Office Suites VETERANS PREFERENCE NOTE: The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering yes or no to the question on the online application that asks, Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge? In addition, you must attach documentation to verify your military service. For veterans, you must attach a copy of your DD214 to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference. Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applicants will be accepted. Residency Requirement: An employee must be an actual resident of the City of Chicago. Proof of residency will be required at the time of employment. If you are disabled and require a reasonable accommodation to file your application, please contact the City of Chicago, Department of Human Resources at 312-744-4976, TTY: 312-744-5035. You will be required to provide information regarding your request. ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT. The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer. City of Chicago Department of Human Resources Rahm Emanuel, Mayor Soo Choi, Commissioner Job Posting: Dec 4, 2014, 1:47:13 PM | Closing Date (Period for Applying) - External: Dec 31, 2014, 11:59:00 PM BU: 01 | Salary: $3,012.00 / Month Pay Basis:Yearly
Posted on: Mon, 15 Dec 2014 12:38:40 +0000
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