Administrative Assistant (Administrative Assistant II Opt SS)

Position Overview

The Office of the Assistant Secretary of Programs is seeking to hire an independent, highly organized, and detail-oriented staff assistant for the Assistant Secretary’s Office in Chicago.  This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Office.  The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight in a timely manner.

Job Responsibilities

1. Serves as staff assistant for the Assistant Secretary and/or designee, performing a variety of staff assignments some of which may be of a sensitive or controversial nature. 

2. Serves as liaison with program and administrative staff of the Office, Divisions, and Bureaus.

3. Communicates, coordinates, and maintains the Assistant Secretary’s schedule, incoming mail/correspondence, assignments, meetings and travel arrangements, agendas, and compilation of supporting documentation utilizing Microsoft Office Outlook, Word, and Excel.

4. Greets visitors, receives and handles confidential incoming calls from agency staff, legislators, customers and public and researches issues and responds, some of which are sensitive and controversial in nature.

5. Attends various internal and external meetings/conferences.

6. Translates functions/procedures into Spanish for individuals who cannot speak or read English, in contacts with the general public, advocacy groups, customers and community organizations.

7. Develops and coordinates procedures for reviewing, processing, and responding to requests involving the Office, printing, mail control and other special requests. 

8. Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration. 

2. Requires two (2) years of professional experience in public or private organization. 

3. Requires ability to speak, read and write Spanish at a colloquial skill level. 

Preferred Qualifications (in priority order)

1. Advanced proficiency in Microsoft Office Suite, including developing Power Point presentations.

2. Two (2) years of professional experience meeting deadlines with strong attention to detail while multi­tasking multiple projects.

3. Two (2) years of professional experience managing projects for a public or private organization.

4. One (1) year of professional experience conducting special projects which include evaluating existing and proposed programs, policies, and procedures for a public or private organization.

5. One (1) year of professional experience assisting in the planning, development, and installation of programs, policies, and procedures for a public or private organization.

6. Two (2) years of professional experience effectively communicating with both internal and external officials, providers and/or the general public in oral and written form.

7. Two (2) years of professional experience researching and developing correspondence to internal and/or external individuals.

8. Two (2) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.

9. Two (2) years of professional experience working in an environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

Conditions of Employment

1. Requires ability to travel.