Staff Assistant – Job #367922

Website City of Chicago Department of Aviation

Job Posting Date 09/19/22 - 10/03/22

NUMBER OF VACANCIES: ONE (1)

ESSENTIAL DUTIES:

  • Demonstrates organizational skills, implementing administrative work procedures to ensure the office of the concessions section runs smoothly and efficiently.
  • Screens visitors and telephone calls; takes messages and uses judgment in forwarding calls to appropriate personal for response and resolution.
  • Maintains the Deputy Commissioners/Assistant Commissioner calendar and schedules appointments; schedules meeting rooms and manages meeting arraignments and logistics.
  • Briefs and prepares the Deputy Commissioner/ Assistant Commissioner for meetings. Demonstrates organizational skills, implementing administrative work procedures to ensure the office of the concessions section runs smoothly and efficiently.
  • Screens visitors and telephone calls; takes messages and uses judgment in forwarding calls to appropriate personal for response and resolution.
  • Maintains the Deputy Commissioners/Assistant Commissioner calendar and schedules appointments; schedules meeting rooms and manages meeting arraignments and logistics.
  • Briefs and prepares the Deputy Commissioner/ Assistant Commissioner for meetings.
  • Relays request for information and directives from Deputy Commissioner/Assistant Commissioner to departmental stay and provides status reports.
  • Provides summaries of incoming mail, meeting request, and other items requiring the Deputy Commissioner’s attention and response.
  • Takes dictations and transcribes; takes notes at meetings and prepares summaries.
  • Reviews correspondence and other materials requiring the Deputy Commissioners/Assistant Commissioner signature before presenting for final signature.
  • Maintains confidential of all materials and files.
  • Makes travel and hotel arraignments and prepares paperwork for travel reimbursements.
  • Flexible work schedule, ability to work on weekends if necessary.
  • Additional duties as required for the Concessions section.
  • Communication with departmental managers, city officials and external customers on behalf of the Deputy Commissioner/ Assistant Commissioner on status of various projects or of critical issues.
  • Maintains confidential of all materials and files.
  • Works on Special Projects, handles special assignments as directed by the Deputy Commissioner/ Assistant Commissioner
  • Prepares PowerPoint materials including charts and presentations.
  • Relieves the Deputy Commissioner/ Assistant Commissioner of clerical and administrative type functions including overseeing the work of other administrative office support staff in the concessions section.
  • Demonstrates the ability to use MS Word and Excel in typing a variety of correspondence and creating spreadsheets of database to maintain and track information.
  • Takes dictations and transcribes; takes notes at meetings and prepares summaries.
    follows up after meetings and pending items.

Additional duties may be required for this position.

 

Location:          O’Hare Airport International

Address:           10510 W. Zemke Road, Chicago

Shift:                  Monday – Friday

Hours:               9AM – 5PM

To apply for this job email your details to rena.neely@cityofchicago.org

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