Job Description
DUTIES:
Ensures that the Division office runs smoothly and efficiently on a daily basis. Greets and escorts visitors at the Aviation Administration Building (O'Hare Building 804). Answers telephone calls to the Division's main line phone number to ensure good customer service and efficient office operations. Listens to voicemail messages to the Division's main line, forwards the voicemail messages to the appropriate Department staff, and empties the voicemail box. Daily, handles incoming interoffice mail, U.S. mail, and packages for the Division and forwards them to the appropriate Division staff. Handles outgoing interoffice mail, U.S. mail, and packages for the Division to send correspondence to other City staff, government offices, and airport business partners. All outgoing mail must be prepared with the highest level of professionalism (i.e., no blemishes on the envelopes or mailing labels, legible printing or handwriting, and no spelling mistakes in the names or addresses). For outgoing mail and as needed, prepares U.S. Postal Service Form 3800 (Certified Mail Receipt) and Form 3811 (Domestic Return Receipt). Using Microsoft Outlook and daily, prints and maintains the Deputy Commissioner's calendar. Schedules meetings for the Deputy Commissioner, Division staff, and Division consultants, reserves conference rooms, and manages meeting logistics (including handouts; conference room telephone, computer, projector setup, white board and markers, virtual meeting web links and conference call numbers), all of which are to facilitate successful business meetings. Using Microsoft Word and portable document format ("PDF") reading software such as Adobe Reader, prepares and edits letters, memoranda, and routing slips to relieve the Deputy Commissioner and Division staff of clerical functions. Scans the final documents as PDF files. Using Microsoft Word, prints labels for file folders. Makes photocopies and files paper documents in Division file cabinets. Creates and maintains an inventory of all Division file cabinet drawers. Monitors each file cabinet drawer and redistributes the files as necessary so that no drawer is more than ¾ full. Using PDF editing software such as Adobe Acrobat or Nuance Power PDF, scans historical paper documents as PDF files, edits the PDF files to insert, delete, or rotate pages, and adds PDF bookmarks for each document section and appendix, all of which are to convert paper documents to electronic files. Prepares files and file boxes for off-site archiving, both of which are to organize Division documents and to demonstrate compliance with Local Records Act requirements. Creates an electronic record of each box in an online records management system maintained by the City's records management contractor. Using FMS and daily, runs and prints the standard report called "APRFs Pending Action" for the Deputy Commissioner. When APRFs are approved, prints those APRFs for the appropriate file. Initiates All Purpose Requisition Forms ("APRFs") in FMS to encumber funds for goods and services in accordance with City procedures. Prints forms and required backup to de-encumber funds that are no longer needed for completed contractor work (i.e., close blanket purchase order blanket releases with open balances). Routes incoming invoices to the CDA Finance Division for invoice logging. Using FMS, distributes paper and electronic invoices to Division project managers for review and approval. Initiates paper material requisition forms for standard and specialty office supplies. Checks nearby printers and copiers to ensure that they are stocked with paper, toner, and staples. Clears printer jams. Replaces toner cartridges. Contacts the CDA Information Technologies and Telecommunications ("IT") Division for printer and copier maintenance beyond printer jams and replacement of toner cartridges. Delivers spent toner cartridges to the CDA IT Division for recycling and picks up new toner cartridges. Daily, conducts a walk-through of the Division office space to determine whether the office space is in good order or whether new work orders are needed. Initiates work orders for custodians, laborers, carpenters, electricians, building engineers, IT computer technicians, IT telecommunications specialists, and graphics production. Using Microsoft Excel, creates spreadsheets for Division staff. Completes training classes required by the City and Department. Performs other related duties as required.
Certificates/Security Clearances/Other
THIS POSITION IS IN THE CAREER SERVICE
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.
LOCATION: Chicago Department of Aviation, O'Hare International Airport (ORD)
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. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering "yes" or "no" to the question on the online application that asks, "Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?" In addition, you must attach documentation to verify your military service. For Veterans, you must attach a copy of your DD214 to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationery stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationery verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference.
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
City of Chicago is an Equal Opportunity/Military Friendly Employer
Additional Qualifications/Responsibilities
Qualifications
MINIMUM QUALIFICATIONS
Graduation from an accredited college or university with a Bachelor's degree in Business Administration, Public Administration or a related field, supplemented by one year of administrative experience, or an equivalent combination of training and experience. "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.
Preference will be given to candidates possessing the following:

• Previous work experience as a Staff Assistant or a similar role to a Senior Manager or a group of professionals.
• Proficiency Level in MS office suite