Overview
Administrative Assistant Jobs in Chicago, IL at Centennial Real Estate Company LLC
Description
Applicants are encouraged to apply early. The application review process will take place immediately and continue until the position is filled. This recruitment may close any time after the first review or when a sufficient number of qualified applications have been received.
Hiring range for this position is $44,740.80 – $53,497.60. Initial placement for new employees is customarily at entry level through 35% percentile. Pay grade for this position is 16.
General Definition of Work:
Performs intermediate to complex administrative work including a variety of office tasks; supports external boards, complex departments functions, or legal functions. Work is performed under supervision of management.
Examples of Duties
Essential Functions/Typical Tasks:
Provides direct administrative support to departments to which assigned to include phone and walk-in assistance, preparing and maintaining manual and computerized reports; typing, word processing and data processing duties; maintaining complex and/or confidential records and files for department, public boards and/or legal counsel; frequent interactions with community members, vendors, public including board issues, public meetings, agenda items and general operations. (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Prepares draft agendas from material submitted by staff; develops and collates agenda, attends meetings, transcribes minutes including boards and commissions.
Prepares complex level administrative reports, memos, and presentations for internal and external use.
Access to confidential information under state and local statue; access to confidential state computer systems.
Notarizes confidential, sensitive department/board/legal documents.
Prepares travel arrangements.
Maintains departmental SharePoint sites.
Performs legal redaction of documents under direction of supervisor or state guidance.
Prepares correspondence, memorandum, reports, schedules, forms etc. into final form from rough draft, copy, marginal notes or verbal instruction.
Prepares a variety of complex materials such as technical monthly, quarterly and annual reports, spreadsheets, newsletters, brochures, fliers, etc.; may update department website.
Collects data, for records and reports; processes data and reports.
Data entry into appropriate computer systems including local and state systems.
Assists in monitoring department or area budget; maintenance of related files and records; posts and makes entries into accounts.
Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures.
Receives, opens and date-stamps incoming mail; sorts and delivers mail to proper person or agency.
Supports recruitment process under hiring manager direction, including scheduling interviews, resume checks and scheduling correspondence to candidates.
Schedules appointments, maintains calendars, conference room use and reservations; coordinates meeting arrangements.
Verifies accuracy of departmental time sheets; assists with personnel records for the department as needed.
Answers telephone; provides information to caller including routine and non-routine questions; refers where needed.
Answers questions and responds to inquiries or complaints on department and/or operations, interprets established policies and procedures; receives and processes service requests.
Through phone, email and in person answers routine questions concerning activities, programs, policies, procedures and rules governing department or activity; receives and processes service requests.
Greets visitors, addresses their need, and refers to appropriate area/person if necessary.
Receives, opens and date-stamps incoming mail; sorts and delivers mail to proper person or agency.
Maintains and order supplies and materials for department; maintain vendor supply database, department purchasing information; maintains inventory records.
Updates vendor contracts for approval by board/legal.
Prepares invoices for services performed by the department, ensures accuracy of department billing information; receives and records payments received.
Receives, receipts and records incoming funds; prepares and makes bank deposits.
Supports department projects, places routine orders, assists with set up.
Assigns work orders.
Maintains detailed records and files.
Undertakes special projects as assigned by supervisor.
Knowledge, Skills and Abilities:
Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; general knowledge of the organization and functions of the department; knowledge of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; skill in the operation of personal computer equipment and related office software; ability to establish and maintain effective working relationships with associates and the general public.
Minimum Education / Experience requirements
Education and Experience:
Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in secretarial science and considerable experience in office assistance work.
Special Requirements:
May require possession of an appropriate driver’s license valid in the State of North Carolina. Requires Notary Public certification or ability to obtain certification within 6 months.
Physical Requirements:
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.
Supplemental Information
Supplemental and Contact Information:
Cabarrus County selects applicants for employment based on job-related knowledge, skills, and abilities without regard to race, color, gender, national origin, religion, age, disability, political affiliation or political influence.
Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations and cover letters may be uploaded with your application. Applicants who obtained their education outside of the United States and its territories are expected to assume responsibility for having their academic degrees validated as equivalent to a degree conferred by a regionally accredited college or university in the United States.
Please be sure to complete the application in full. Resumes may be uploaded with your application, but will not be accepted in lieu of a fully completed application and will not be considered for qualifying credit. “See Resume” or “See Attachment” will NOT be accepted.
If multiple applications are submitted to an individual position, only the most recent application received prior to the posting closing date will be accepted. Applications must be submitted by 11:59 PM on the closing date.
Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. Processing applications will take an average of 6 – 8 weeks due to the high volume of applications received. It is not necessary to contact the Human Resources Office to check the status of an application. Upon the closing date, applications are “Under Review” and will be screened by Human Resources for the most qualified applicants.
For technical issues with your applications, please call the NEOGOV Help Line at 855-524-5627. If there are any questions about this posting other than your application status, please contact HR at 704-920-2200.
Title: Administrative Assistant
Company: Centennial Real Estate Company LLC
Location: Chicago, IL
