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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 08/18/202 5.
Under general supervision, performs administrative, clerical, and/or secretarial duties for an OPSA manager, and performs related duties as required.
ESSENTIAL DUTIES
Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required
Creates, formats, and maintains spreadsheets and reports using various software packages
Monitors and maintains medical absence reports
Monitors and manages the authorized use of medical time and the Sworn Limited Duty Program
Compiles, processes, and submits disability applications to the Pension Board
Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
Reviews incoming correspondence and drafts standard responses for supervisor's signature
Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors
Oversees the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases
Organizes and prepares legal documents for submission to the courts
Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures
Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly
Performs timekeeping and payroll functions for departmental employees
Maintains personnel and time records
Relays directives and distributes information to staff as directed
Prepares a variety of statistical, operating, ad hoc and performance reports
Performs various clerical duties to relieve supervisor of administrative and clerical detail
Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance
Processes payment vouchers, travel and mileage reimbursement requests
Maintains account records, verifies the posting of payments and collects payment for department programs
Trains and instructs staff in office and clerical operations and departmental rules and policies
Maintains petty cash records to track office expenditures Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required
Reviews and evaluates staff work performance, as required
Additional duties may be required for this position.
LOCATION : Office of Public Safety Administration
DIVISIONS: Human Resources (2 vacancies) & Medical Section (1 vacancy)
ADDRESS: 3510 S Michigan Ave & 1338 S Clinton St
SHIFT : Monday through Friday
HOURS: 8:00 am to 4:00 pm
THIS POSITION IS IN THE CAREER SERVICE.
Qualifications:
MINIMUM QUALIFICATIONS
At least two (2) years of administrative, office assistant or secretarial work experience; OR
Graduation from an accredited college or university with an associate's degree or higher PLUS at least 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. (https://www.chicago.gov/city/en/depts/dhr/provdrs/emp.html)
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
