Description

DEPARTMENT OF LAW

Aviation, Environmental, Regulatory & Contracts (AERC) Division

Number of Vacancies: 1

The City of Chicago Department of Law is seeking an Administrative Assistant to the Deputy Corporation Counsel for the AERC Division.

The AERC Division contains three groups: Aviation, Contracts, and Regulatory/Litigation. Division attorneys handle a wide variety of matters including litigation, prosecutions, and transactional ones.  Some of the essential duties of this position include, but are not limited to:

•          using Microsoft Office including but not limited to Word, PowerPoint, and Excel to prepare correspondence, memoranda, reports, presentations, spreadsheets, and other documents.
•          using case management system to compile statistical reports.
•          managing settlement check payment process.
•          preparing and submitting expense reimbursements for division personnel.
•          supervising administrative staff.
•          ordering office supplies for the division.
•          organizing and maintaining confidential paper and electronic files, including warehousing of paper files.
•          screening telephone calls and visitors, scheduling appointments, and organizing meetings.
•          liaising with and responding to inquiries from other Department of Law Divisions and other City Departments, as well as the general public, city officials, governmental agencies, and others.
•          coordinating travel arrangements, including but not limited to coordinating with DOL administration, OBM, and others, making travel arrangements, and preparing internal documentation relating to travel.
•          serving as the division point person on administrative tasks, including but not limited to time allocations, and the division’s go-to person for administrative problems, questions, and concerns.
•          verifying and maintaining the timekeeping records for the Deputy and other division attorneys and staff, including but not limited to time allocations.
•          assisting division personnel with timekeeping questions (such as how much benefit time they have remaining in a year, what time they swiped in, etc.), office procedures, and other questions and problems.
•          conducting research and working on special projects.
•          preparing all required paperwork and related tasks associated with engagement of outside counsel and experts.
•          using the City’s electronic billing software to coordinate payment of invoices for outside council and experts.
•          coordinating the hiring and onboarding of new staff and volunteers to the division; and
•          providing general administrative support to the division.

APPLICATION PROCESS

You must submit (1) a cover letter and (2) your resume in electronic copy to: 

Octavio Martinez

octavio.martinez@cityofchicago.org

Department of Law

2 North LaSalle Street, Suite 560

Chicago, IL  60602

THIS POSITION IS SHAKMAN EXEMPT

MINIMUM QUALIFICATIONS

Graduation from an accredited college or university with a bachelor’s degree, plus two years of legal/administrative support and/or secretarial experience; or an equivalent combination of education, training, and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Candidates should have:

•          Considerable experience with Microsoft Word and Excel software.
•          Excellent organizational and communication skills; and
•          Some knowledge of legal terminology or contract administration

RESIDENCY REQUIREMENT

All employees of the City of Chicago must be actual residents of the City of Chicago as outlined in 2-152-050 of the City of Chicago Municipal code.  Proof of residency will be required.

City of Chicago                       Department of Law                Department of Human Resources

Brandon Johnson                     Mary B. Richardson-Lowry      Sandra Blakemore

Mayor                                     Corporation Counsel               Commissioner

ANNUAL SALARY       

Entry level – $69,684.00