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FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION
Applications for this position will be accepted until 11:59pm CDT on 04/28/2026
Under general supervision, performs administrative and office management support functions of a complex nature for a City manager, OR supervises staff performing office, clerical and/or administrative functions, and performs related duties as required
ESSENTIAL DUTIES:
Research, compiles, and analyzes data to prepare programmatic and administrative reports
Orders and maintains equipment, materials, and supplies, utilizing the Chicago Department of Aviation's (CDA) Finance Management System Version 2 (FMSV2) and resolve problems with vendors.
Relays and interprets management directives to staff
Participates in the conduct of studies and special projects and prepares reports on findings
Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies
Creates and maintains databases and spreadsheets using various software packages
Schedules events, meetings and coordinates office support services
Acts as a specialist in the review and processing of documents for applications, licenses and permits for departmental programs or coordinates the activities of office staff performing these functions
Explains laws, rules and procedures for complying with or obtaining departmental programs or services
Oversees or performs timekeeping and payroll functions for departmental employees
Audits work and program records to ensure compliance with required protocols
Edits and proofreads documents and reports
Drafts correspondence for supervisor's signature
Orders and maintains materials and supplies and resolves problems with vendors
Responds to inquiries or complaints from the general public and explains departmental policies
Researches costs, monitors and analyzes expenditures to assist in the preparation of the annual budget
Oversees the maintenance of account records, posting of payments and collection of payments for department programs
Maintains basic accounting and petty cash records for office-related expenditures
Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions
Establishes and implements work standards and clerical and administrative procedures and ensures standard are met
Reviews and reconciles clerical and data entry discrepancies
Assists staff in resolving complex or sensitive operational work problems
Supervises the maintenance, filing, scanning and storage of electronic and manual records
Prepares various work reports regarding office expenditures, work operations, and staff activities
Additional duties may be required for this position
Location: Chicago Fire Department - Operations/Airport
10000 W. O'Hare Avenue
Hours: 7:30 am - 3:30 pm
Days: Monday - Friday
Days off: Saturday & Sunday
THIS POSITION IS IN THE CAREER SERVICE
Qualifications:
MINIMUM QUALIFICATIONS
Three (3) years of administrative, office assistant or secretarial experience
Should the above criteria not be fulfilled, the following options are acceptable:
· A diploma or a certificate of completion from a vocational or business education program in Office Administration, plus two (2) years of administrative, office assistant or secretarial experience
· Graduation from an accredited college with an Associate's degree, plus one (1) year of administrative, office assistant or secretarial experience
SELECTION REQUIREMENTS
This position requires applicants to complete an interview which will include a skills assessment 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.
NOTE: Candidates must pass a background investigation, drug screen, and other pre-employment procedures as determined by the Chicago Fire Department
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. 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. (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
