Administrative Assistant

This is a full-time position that includes our benefits package (health care, vision, dental, health savings account, 401k, paid time off, paid holidays, etc.).

 

REPORTS TO: Program Director

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LOCATION: O'Hare International Airport

 

OVERALL OBJECTIVE: Improve the efficiency of the Residential Sound Insulation Program by providing administrative support to the Program Director, the CDA Deputy Commissioner Environment and other RSIP Senior Management Staff.

 

JOB COMPLEXITY/SCOPE: Prepares and organizes documentation, attends meetings, and provides clerical and record keeping support and performs office management tasks.

 

SUPERVISION: Works independently performing a wide range of complex and confidential administrative and clerical support duties.   Some assignments are made by senior management staff but work is carried out without direct supervision. Initiates and completes routine or repeat assignments without prompt or direct supervision.

 

FLSA STATUS: Non-Exempt

 

JOB DUTIES: Performs the below duties and all other duties as assigned.

 

Answers and directs calls for the Program Director.

 

Maintains the Program Directors calendar and contacts.

 

Assists the Program Director with special projects.

 

Coordinates internal and external meetings, prepares agenda and records, reports and distributes minutes of such meetings and provides follow up as needed.

 

Performs research work and summarizes findings.

 

Assists in managing project records.

 

Assists with planning and coordinating events, assists with agency meetings, schedules conference rooms, and prepares and distributes agendas.

 

Composes letters, memoranda, and reports for the Program Director, CDA staff and other RSIP Senior Management Staff.

Provides quality control checks and formatting for all correspondence generated by RSIP staff and for correspondence on behalf of the CDA.

Creates and updates monthly project status reports.

Compiles and consolidates information from various files and software into reports in PDF format including formatting into cohesive documents.

Generate queries in the database and generate reports.

Create database reports and excel reports from data in existing database and / or excel files.

Updates and maintains homeowner data in excel format and generates daily summary reports.

 

Assists with the preparation of bid packages:

Distributes bid advertisements to a database of 100+ contractors.

Assists Program Attorney with revisions and updates of the General Conditions.

Assists at all pre-bid conferences.

Updates the Directory of Interested DBE/MBE/WBE/SBE Contractors for each Program year.

 

Updates Program documentation and procedures at the direction of the Program Director including the Program Management Plan, Quality Management Plan, Procedure Manuals, Organization Charts, and other manuals.

 

Attends monthly Midway Noise Compatibility Commission meetings to record and transcribe the meeting minutes.

 

Distributes Program information packages to all new employees.

 

Creates photographic identification cards and maintains the photographic identification card database

 

Assists with setting up telephones, computer user IDs, and email for all new employees.

Assists with coordinating copier maintenance.

 

Maintain office telephone directories, organization charts and office seating plans.

 

Manages the organization and cleanliness of the office and break room and performs general office management duties.

 

May be required to attend evening public meetings and Homeowner Briefing meetings to assist in signing in attendees, collecting applications and distributing information folders.

 

Assists with all other duties as assigned.

 

QUALIFICATIONS AND REQUIREMENTS:

· Associates degree required and bachelor’s degree preferred or equivalent combination of education and experience.

·        Minimum 2 years related administration experience preferred.

·        Experience working with public entities (CDA, CDOT, CTA, etc.) preferred.

·        Ability to use a computer, the Internet, Microsoft Office (Outlook, Word, Excel, Power Point)., create Power Point presentations, data base and Adobe Acrobat.

 

REQUIRED COMPETENCIES:

Flexibility and Adaptability

·        Recovers from disappointments and setbacks.

·        Works effectively with unstructured teams, situations, or environments.

·        Helps others adapt to changing environments and accept new situations.

Learning Oriented

·        Demonstrates grasp of new information and its implications.

·        Seeks out and relies on others in areas of own limitations.

·        Applies feedback and changes behavior accordingly.

Oral Communications

·        Utilizes techniques to verify that a verbal message was received as intended.

·        Uses language appropriate to audience.

·        Listens without defensiveness or excessive self-reference.

Teamwork

·        Actively participates in team meetings.

·        Demonstrates open, friendly, accepting, and supportive behaviors with team members.

·        Fulfills personal duties and responsibilities assigned by the team.

Problem Solving

·        Can discuss problem reporting and escalation practices.

·        Identifies potential and actual problems or conflicts in own area.

·        Utilizes accepted procedures for problem analysis and resolution.

Written Communication

·        Produces written materials relevant to own work and department.

·        Uses organization's guidelines for writing reports, correspondence, documentation, etc.

·        Welcomes and uses feedback/editing assistance

 

PHYSICAL AND MENTAL REQUIREMENTS:

·        Ordinary ambulatory skills sufficient to move throughout the office;

·        The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;

·        Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;

·        Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;

·        The ability to talk and hear;

·        The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);

·        The ability to handle temperature changes consistent with inside environmental conditions; and

·        Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.

 

Job duties that require visiting a construction work site require the following:

·        Normal color vision;

·        The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;

·        The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;

·        The ability to stoop, kneel, or crouch;

·        The ability to stand for sustained periods of time;

·        The ability to work in confined spaces and narrow passageways;

·        The ability to work in high places; and

·        The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.