SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

COMMUNITY COMMISSION FOR PUBLIC SAFETY & ACCOUNTABILITY

Community Commission Division

Number of Vacancies: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $60,720.00 annually

This position is open to current AFSCME BIDDERS AND the PUBLIC. Only 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 are considered BIDDERS and are eligible to bid. Qualified BIDDERS who properly submit a bid application will receive preference over any non-bidders.

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 11:59 pm Central time on 07/01/2025.

Performs administrative and office management support functions under general supervision of a complex nature for a City manager OR supervises staff performing office, clerical and/or administrative functions.

ESSENTIAL DUTIES

• Maintain the Deputy Director appointment calendar, scheduling and organizing meetings
• Correspond with venues ahead of commission meetings and conducting site visits.
• Staffing commission meetings.
• Responsible for carrying and transporting meeting materials to commission meetings. Secure public meeting spaces.
• Correspond with individual commissioners ahead of meetings for attendance and to make sure that they have all the materials they need for the meeting.
• Ensure that materials are distributed ahead of commission meetings.
• Create and order table tents and name tags ahead of commission meetings.
• Create and maintain sign-in sheets for meetings.
• Help maintain stakeholder contact list.
• Ensure that relevant staff are aware of the meetings and the role that they are expected to play during commission, staff, and committee meetings.
• Draft meeting minutes.
• Secure and correspond with translation services as needed.
• Manage important files and correspondences.
• Create and maintain organized filing and data keeping systems for all internal and external documents.
• Work with commission staff to onboard new employees.
• Note taking during meetings and site visits.
• Coordinate production of posters and materials for projects and events.
• Attend meetings in the absence of the Deputy Director.
• Edit and proofread documents and reports.
• Review incoming correspondences and draft standard responses.
• Create and distribute promotional materials for meetings, in-person events, virtual events, training sessions, etc. using various software packages including Canva and Constant Contact.
• Recommend and implement procedural changes to improve efficiency.

Additional duties may be required for this position.

LOCATION: Community Commission for Public Safety & Accountability (CCPSA)

DIVISION: Community Commission

ADDRESS: 2 N LaSalle Street - Suite 960

SHIFT: Monday through Friday

HOURS: 8:30 am to 4:30 pm (occasional work outside of regular business hours to staff the public meetings)

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALIFICATIONS

• Three years of administrative, office assistant or secretarial experience; OR

* Graduation from an accredited college or university with an associate's degree plus one (1) year of administrative, office assistant, or secretarial work experience.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include a universal skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected. Selected Bidders will be hired in seniority order according to the collective bargaining agreement.

For Information on our employees benefits please visit our benefits website at:

https://www.chicago.gov/city/en/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at:

https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resources 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.

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

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor