Administrative Assistant III (RE&TS)

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

ADMINISTRATIVE ASSISTANT III

Reference ID: 0001

Posting Date: April 09, 2025                                                          

Closing Date: April 23, 2025, 11:59:00 PM

Status: Full-time 

Shift Start Time:  9:00 A.M.                                                                                 

Shift End Time:  5:00 P.M.

Department: Real Estate and Tax Services

Division: Real Estate and Tax Services

Location: 118 N. Clark Street                                                                            

Salary Range: $61,025

Grade: 16           

Job Code: 0048

Union:  SEIU73                                                                      

FLSA Status: Non-Exempt

Application Process: Internal/External

JOB SUMMARY

The primary responsibilities of Administrative Assistant III would include reviewing and interpreting complicated financial and governmental documents; as well as maintain databases of detailed tax information. Assist management with projects and create reports using office databases and spreadsheets. This person needs strong professional and interpersonal skills, including the ability to communicate with clarity and exercise good judgement. This position handles a variety of clerical and customer service responsibilities, including file maintenance, document imaging and data entry, maintaining spreadsheets, performing 10 key calculations, answering phone calls, and assisting walkup customers. This person must be diplomatic, detailed oriented, and can absorb and process information quickly. Overall, this position supports the administrative and clerical needs of the Real Estate and Tax Services Division in the execution of its duties and responsibilities for the Clerk of Cook County.
 

                                                                                 Essential Job Duties

• Assist and respond to customer and other governmental inquires made in-person, or by telephone, email or mail communications on behalf of the Real Estate and Tax Services Division.
• Prepare and draft office memorandums, email communications, and other correspondence on behalf of the Real Estate and Tax Services Division which may be of a confidential and/or time-sensitive nature.
• Contact and communicate with all other governmental agencies on behalf of the RE&TS Division as it pertains to matters related to the office.
• Communicate with Division staff regarding matters related to the RE&TS Division operations.
• Prepare spreadsheets and other databases to track RE&TS Division related data.
• Support the Customer Service Department and the Information Desk during operational need.
• Provide general clerical support to the Supervisor, Managers, Director and Deputy Clerk in the execution of their duties on behalf of the RE&TS Division.
• Work with a variety of legally mandated responsibilities.
• Assist with the implementation of special projects as they develop

Minimum Qualifications

• Associate degree from an accredited college or university
• Three (3)-years of prior experience supporting a supervisor-level position.
• Knowledge of the real estate tax system
• Must have the ability to work overtime as needed
• A self-starter who can work independently
• Experience with scanning and creating imaged document files
• Good at problem solving and math skills
• Excellent customer service skills and capable of exercising good judgment
• Well-versed in industry standard software, specifically, Microsoft Office, Excel & Outlook.

 Preferred Qualifications

• Bachelor’s Degree or higher from an accredited college or university, preferably in Business Administration or Accounting or a closely related field
• Five (5)-years or more of prior experience supporting a manager-level position.
• Five (5)-years of experience working in a governmental environment with union employees

                                                               Knowledge, Skills, and Abilities

• Advanced knowledge of Microsoft Office Suite (specifically Microsoft Word, Excel, PowerPoint, Outlook and Publisher).
• Excellent verbal and written communications skills, and specifically the ability to communicate effectively with varying levels of CCCO staff, constituents and stakeholders.
• Ability to work independently or with very little supervision to prioritize, plan and organize projects and tasks involving multiple parties.
• Willingness and skill in initiating, developing and maintaining professional relationships with internal and external constituents and stakeholders.
• Ability to maintain discretion and the utmost confidentiality with policy-related, legal and other Administration-exclusive information.
• Ability to dictate, transcribe and draft communications quickly while ensuring accuracy and professionalism.
• Well-versed in drafting and developing administrative reports.
• Well-organized and skilled with scheduling, file organization and project management.
• Ability and willingness to work flexible hours, including but not limited to, evenings and weekends.
• Must be self-directed, innovative and possess a positive attitude.
• Demonstrate keen attention to detail, accuracy and precision.

 Physical Requirements

• Ability to lift 30lbs at a minimum.
• Ability to stand, sit, and kneel for long periods of time.
• Use of hands and arms is necessary to reach or use various tools or objects
• Use of standard office equipment
• Ability to communicate written and verbally with others

Any offer of employment will be contingent on the applicant passing a drug screening test, background check and any required pre-employment testing.

The duties listed are not set forth for the purpose of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside of an employee’s normal line of work. This list represents the essential, but not the exhaustive list of tasks performed by the Position. The employee may be assigned additional duties by management as needed and required.
 

Salary : $48,786 - $56,773