BID/JOB ANNOUNCEMENT

Administrative Assistant III

Mayor’s Office for People with Disabilities

Number of Positions: 1

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

The Mayor’s Office for People with Disabilities is hiring for an Administrative Assistant III that will perform administrative and office management support functions for the department or supervises clerical and administrative office operations; and performs related duties as required.

Essential Duties

• Manage electronic files, including uploading documents to different platforms and locating documents in various files or platforms (Teams, One Drive, etc.)
• Update documents to alternative formats for accessibility purposes
• Organized electronic/ paper files
• Periodic scheduling
• Periodic driving to meetings, events, and outreaches
• Edit and format written documents or presentations
• Assist w/ gathering materials for in service/outreach events and organizing/packing materials for the events
• Read documents/ spreadsheets’ out loud upon request
• Compile agendas for meetings per guidance
• Assist in archiving important MOPD milestones
• Organize data from reports from Program Directors (may be asked to read content out loud)
• Conduct research pertaining to specific requests for information
• Occasional message taking
• Document meeting notes upon request
• Register for events, webinars, and trainings
• Set up Zoom links for meetings
• Help make documents more accessible (turn PDFs into Word documents for easier reading)
• Assist with navigating areas of computer programs including but not limited to ECM PAR, FMPS, etc. where there are issues with screen reader compatibility/accessibility
• Pull reports in ECM
• Coordinate staff time off
• Data entry
• Assistance with office equipment such as copier scanner or fax machine
• Assist with other tasks that may cause barriers to MOPD staff with disabilities

NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Address: Mayor’s Office for People with Disabilities

2102 W. Ogden Avenue

Hours: 8:30 am - 4:30 pm; Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALIFICATIONS

• 3 years of experience in administrative or secretarial work

OR

• An Associate’s Degree from an accredited college or university, plus one year of administrative or secretarial work experience.

NOTE: You must provide your transcripts or diploma at time of processing.

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.

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.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been compiled and analyzed. Applicants who receive a passing score on the test will be selected to interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview will be selected for hire. Per the collective bargaining agreement, if bidders are selected, the Employer shall select the most senior employee (based on City-wide seniority).

Preference will be given to candidates possessing the following:

• Previous experience working for/with people with disabilities
• Previous experience editing and formatting documents
• Previous experience collecting and tracking information
• Strong organizational skills
• An understanding of different accessibility and assistive technology

VETERANS PREFERENCE: 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. The preference granted under this section shall be in the form of preference in processing. Eligible candidates must have at least six months (180 days) of active duty documented. To receive the veteran’s preference, candidates need to indicate whether they are a veteran by answering "YES" or "NO" to the question on the online application AND attach one of the following documents:

• DD214—Member Copy 4. The copy must include discharge status, which is found on the Member Copy A letter from the United States Veterans Administration on official stationery stating a minimum of 180 days of Active-Duty service and character of service. This letter must also include a copy of the applicant's Military ID.
• OR Active military personnel must attach a letter from their Commanding Officer on official stationery verifying a minimum of 180 days Active Duty, length of service, and must include character of the service status in the Armed Forces of the United States. This letter must also include a copy of the applicant's Military ID.

Residency Requirement: All employees of the City of Chicago must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.

If you would like to request a reasonable accommodation due to disability or pregnancy in order to participate in the application process, please contact the City of Chicago, Department of Human Resources, at 312-744-4976 or disabilityaccommodations@cityofchicago.org. Please be prepared to provide information in support of your reasonable accommodation request.

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

Please note, all positions with the City of Chicago close promptly at 11:59pm Central Daylight Time (CDT) Applications for this position will be accepted until 11:59p.m. CDT on Tuesday, January 10th, 2023. No exceptions will be made.

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

City of Chicago Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner