BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

Business Affairs Consumer Protection

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Salary: $60, 720.00

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

Applications for this position will be accepted until 11:59pm CDT on 03/07/2025

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

In-person daily interaction with members of the public (applicants and licensees).Intakes and reviews license applications and supporting documents, in-person and electronically.Examines application forms and supporting documents for completeness and compliance.Reviews multiple databases and web portals in assessing applicants’ qualifications for department issued licenses and permits.Recommends approval or denial of applications, licenses, permits for department issued licenses and permits based on interpretation of license requirements, rules and regulations. Acts as a specialist in the review and processing of documents for applications, licenses and permits for department issued licenses and permits.Explains laws, rules and procedures for complying with or obtaining department licenses and permits.Informs license applicants, in-person and via email, application issues and status.Communicates to license applicants, in-person and via email, steps to resolve licensing issues.Responds to inquiries or complaints from the general public and explains departmental policies and rules.Triages customers for appropriate department services and licenses.Enters, compiles, and analyzes data to ensure applicants meet licensing criteria before issuing licenses.Reviews and reconciles clerical and data entry discrepancies. Audits work and program records to ensure compliance with required protocols.Creates and maintains databases and spreadsheets using various software packages.Captures applicant photos and signatures using special software to generate license identification cards.Generates license certificates using special software.Checks license cards and certificates to ensure printed content is accurate before distributing to applicants.Drafts correspondence for supervisor's signature.Works on special projects which support department’s licensing process and protocols.Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies.

Additional duties may be required for this position

Location: 2350 W. Ogden Ave., Chicago, IL

Days: Monday-Friday

Hours: 8:30am-4:30pm