ADMINISTRATIVE ASSISTANT

About the role

The Administrative Assistant for COPA’s Investigations Unit supports the investigative efforts of the department. This position handles a variety of administrative tasks including answering calls, managing vehicle fleets, maintaining databases, and coordinating meetings.

Responsibilities

• Answers, screens, and directs calls/emails and responds to inquiries (internal and external).
• Assists with the management of COPA's fleet of vehicles.
• Maintains tracking spreadsheets, databases, and filing systems.
• Maintains calendars and schedules/coordinates meetings.
• Prepares communications, such as memos, emails, reports, meeting notes, and other correspondence.
• Completes and processes forms and requests.
• Serves as timekeeper backup for COPA.
• Liaises with other members of the administrative team to handle requests from supervisors and senior team members.
• Distributes office mail.
• Provides general support for visitors.
• Affords assistance in processing transactions within City of Chicago and COPA databases.
• Affords assistance in tracking work assignments, deadlines, scope of assignment, and related details.
• Affords assistance in retrieving and preparing records from files.
• Maintains and manages equipment and office supply inventory.
• Performs related clerical, administrative and special project duties as required.

Requirements

Persons offered employment must pass all pre-employment exams before appointment. Applicants must also pass a background investigation.

Qualifications

• Two (2) years of administrative, office assistant or secretarial experience.
• Education, Training, and Experience: A diploma or a certificate of completion from a vocational or business education program in Office Administration, plus one (1) year of administrative, office assistant or secretarial experience.
• Or Graduation from an accredited college with an associate’s degree, plus one (1) year of administrative, office assistant or secretarial experience.

Skills

Not specified.

Benefits

For Information on our employees benefits please visit our benefits website at: https://www.chicago.gov/content/dam/city/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at: https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

Pay

$51,936.00

Schedule

Monday through Friday

HOURS: 9:00 am – 5:00 pm

DAYS OFF: Saturday and Sunday

Contact

For Information on our employees benefits please visit our benefits website at: https://www.chicago.gov/content/dam/city/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at: https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf