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Administrative Assistant (to the Senior Director of Janitorial Services) in Chicago, IL at Ada S McKinley

Date Posted: 4/16/2019

Job Snapshot

Job Description

Basic Function: Under minimal supervision, provides highly complex and frequently confidential administrative services for leadership staff. Assists in the general maintenance of high quality clerical systems, operations and standards and participates in the development and implementation of technical record procedures specific to program components.


Reporting Relationship:

Reports To: Senior Director of Janitorial Services

Supervises (Position Title): N/A


Principal Duties/Responsibilities: 

  • Represents the Senior Director by welcoming visitors, arranging activities and other functions; answering questions regarding activities and meeting requests directed.
  • Arranges travel and meetings by developing itineraries and agendas; scheduling the travel; booking other transportation; arranging lodging and meeting accommodations for staff within the Janitorial Services Department.
  • Provides highly detailed and technical secretarial services to include scheduling meetings, arranging calls, developing and maintaining filing systems.
  • Updates job knowledge by participating in educational opportunities; reading professional. Publications; maintaining personal networks; participating in professional organizations.
  • Provides a bridge for smooth communication between all of the programs within Janitorial Services.
  • Performs desktop publishing and spreadsheet development.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Senior Director’s ability to effectively communicate.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintains sufficient knowledge of agency mission, programs, policies, philosophies, procedures and operational standards.
  • Exercises independent judgement, taking initiative in dealing with matters of all types, within the boundaries of competence and policy.
  • Assists with data collection, tracking and reporting to include the status of bids.
  • Assists with the administration of systems to include RealPage, ERIS and other systems as directed.
  • Gathers information as directed and maintains orderly, systematic and updated data and record-keeping systems.
  • Assists in the organization of administrator(s) activities, frequently making outside contacts on related matters.
  • Completes complex expense reporting.
  • Takes appropriate action in the reading and routing of in-coming correspondence according to established systems, methods and procedures.
  • Reviews and prepares documents for signature.
  • Prepares records, such as notices, minutes and resolutions for meetings.
  • Acts as a backup trainer as requested and oversees the reception desk when needed.
  • Completes other tasks as requested based on program/division needs.

* May be required to travel locally or out-of-state.

* Non-essential duties 


Mental/Physical Demands: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Work requires prolonged concentration using a computer in analyzing and manipulating data. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.


Environmental Conditions: The noise level in the work environment is usually moderate. Duties are performed in a typical office environment. No unusual or adverse working conditions exist.



This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Job Requirements

  1. A minimum of two years of post-high school training or an Associate degree in business and specialized training in computer Windows 97, Excel and Access software applications (more modern Windows versions may be used), word processing, and business writing, as well as demonstrated excellent verbal and written communication skills is required.
  2. Must accurately type 50+ words per minute.
  3. Four or more years of increasing responsibility in the secretarial field is required, with a minimum of six months of experience in reception duties and operation of call transfer systems.