ADMINISTRATIVE ASSISTANT II

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT II

DEPARTMENT OF LAW

Torts Division

Number of Positions: 1

Starting Salary: $47,532.00

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: 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 Torts Division has an active litigation practice with over 800 cases pending in the Circuit Court of Cook County and 1200 in the Illinois Workers' Compensation Commission. This practice requires preparation of a multitude of documents, tracking court and other dates and deadlines, and appearing at the Illinois Workers' Compensation Commission.

Under general supervision, the class performs administrative, clerical and secretarial duties for a city manager; and performs related duties as required.

ESSENTIAL DUTIES

• Runs the division's deposition desk and is responsible for keeping a deposition diary, logging deposition dates and locations;
• Communicates with opposing counsel and other participants to confirm and reschedule depositions as needed;
• Orders court reporters, videographers, and translators for depositions, hearings and trials;
• Requests payment vouchers for subpoenaed medical professionals and prepares daily deposition sheets and court call sheets;
• Assists with opening and processing mail, docket entry, formatting, typing, scanning and copying documents, and maintaining supplies in support of the work of the division and to ensure accurate case information;
• Using various software packages, compiles documents and obtains data to prepare reports and spreadsheets;
• Types and proofreads documents and correspondence submitted for attorneys' review;
• Maintains calendar of court events and deadlines and docket of case files for workers' compensation attorneys;
• Attends afternoon call at the Workers' Compensation Commission for purposes of securing dates for hearings and trials and updating workers' compensation calendar.
• Answers telephones, responds to inquiries and directs calls;

• Organizes and maintains office files and prepares them for warehousing;
• Orders office supplies and coordinates equipment repair and maintenance;
• Performs various clerical duties to relieve supervisor of administrative and clerical detail;

RELATED DUTIES

• May supervise staff performing routine clerical functions; and
• May participate in the conduct of special projects and studies to improve the efficiency of administrative operations.

Additional duties may be required for this position.

Location: City of Chicago Department of Law

Address: 2 N. LaSalle Street, Suite 350

Shift/Hours: Monday to Friday / 9:00 am to 5:00 pm with a 60-minute lunch period

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALIFICATIONS

Two years of progressively responsible administrative or secretarial experience, or an equivalent combination of training and experience.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test(s) 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(s) will be selected to interview. The interviewed candidate(s) receiving a passing score on the test(s) and 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. Non-Bidders best suited to fulfill the responsibilities of the position will be selected AND

Preference will be given to candidates possessing the following:

• Previous experience as a receptionist, clerk, or administrative assistant in a law office/legal setting
• Previous administrative/secretarial experience
• Previous experience scheduling meetings and maintaining organization calendars
• An associate degree or higher
• Proficiency using Microsoft Office software

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 and Military Friendly Employer.

City of Chicago

Brandon Johnson, Mayor

Applications for this position will be accepted until 11:59 pm CST on September 8, 2023.