SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

Chicago Department of Public Health

{Behavioral Health}

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $62,544.00

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 May 27, 2026

Mission: CDPH works with communities and partners to create an equitable, safe, resilient and Healthy Chicago.

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:

* Researches, compiles, and analyzes data to prepare programmatic and administrative reports.

* 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.

* Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules and regulations.

* 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.

Additional duties may be required for this position.

CHICAGO DEPARTMENT OF PUBLIC HEALTH

Location: 1713 S. Asland Ave

Division: Behavioral Health

Days Off: Saturday and Sunday

Shift: Monday-Friday

Hours: 8:30 am - 4:30pm (4X's a week), and 11:30am - 7:30pm one shift a week.

THIS POSITION IS IN THE CAREER SERVICE

MINIMUM QUALIFICATIONS Education, Training, and Experience:

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

Licensure, Certification, or Other Qualifications:

N/A

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.

Educational & Employment Verification:

Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.

Selection Requirements:

This position requires applicants to complete an interview which will include a written exercise / Microsoft Office 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.

Preference will be given to candidates possessing the following:

• Previous project management experience.
• Previous experience conducting research and preparing summary reports.
• Previous work experience in medical settings particularly working in behavioral health settings.
• Bilingual Spanish/English fluency
• Previous work experience with computerized payroll and timekeeping systems in a large organization.

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.

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

The City of Chicago in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor