Description:

JOB ANNOUNCEMENT

Administrative Assistant III

DEPARTMENT OF PUBLIC HEATH

Health Protection Bureau

Office of Administration and Grants

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 09/18/2024

MISSION: The mission of the Chicago Department of Public Health is to work with communities and partners to create an equitable, safe, resilient and Healthy Chicago.

ROLE SUMMARY:

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 Office of Administration and Grants; supervises clerical and administrative office operations; and performs related duties as required.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Greets guests and direct them to the appropriate person or department

• Maintains timekeeping records for program staff using the Chicago Automated and Timekeeping (CATA) system

• Creates and maintains databases and spreadsheets using various software packages

• Initiates and coordinates electronic expenditure processing forms (EPFs) for procurement of services

• Submits invoices to process payments for supplies of goods and services

• Orders and maintains materials and supplies; responds and resolves issues/inquires with vendors

• Research costs and analyzes expenditures to assist in the preparation of the annual budget

• Opens, reviews and sorts by importance and category all incoming mail

• Screens incoming telephone calls, take accurate messages and promptly relay them

• Arranges telephone and conference calls as requested

• Records retention management

• Schedules meetings, creates and maintains sign-in sheets for meetings, and takes notes during meetings

• Prepares various work reports regarding office expenditures, work operations, and staff activities

• Provides administrative support for large scale events, programs, and vacations coverage

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

• Excellent interpersonal and customer skills

• Excellent organizational skills and attention to detail

• 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