Office Clerk

This position will be responsible for ensuring that all document management initiatives are completed within the Chicago Department of Aviation’s processes and procedures.


JOB COMPLEXITY/SCOPE:

Responsible for preparing residential participant folders, filing paperwork, delivering/picking up correspondence from homeowners, contractors, consultants, CDA, and attending community meetings.


SUPERVISION:

Normally follows established procedures on routine work, requires detailed instructions on new assignments. Works under close supervision.


STATUS: Non-Exempt


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

  • Perform document and information input and retrieval duties, as needed for the Program and CDA.

  • Retrieve information from current files, networks, directories, and SharePoint.

  • Perform miscellaneous services on as as-needed basis including the retrieval and storing of archive storage boxes and files

  • Reproduce Program materials for distribution to participants.

  • May attend Homeowner briefings to assist in signing in attendees, collecting applications and distributing participant information folders.

  • Receives and files all participation agreements, forms, sign-offs and construction modifications.

  • Prepares post modification questioner logs, receives completed questioners to file, distributes and files.

  • Assists the Customer Service Representatives as needed with participants in the showroom describing the doors, storm doors and windows used in the program.

  • Assists the Customer Service Representative with answering the Program office phone.


QUALIFICATIONS AND REQUIREMENTS:

  • Requires a high school diploma and two years related experience.

  • Experience working with public entities (CDA, CDOT, CTA, etc.) and IDOT Documentation Certificate preferred.

  • Ability to use a computer, the Internet, word processing and email software.

  • Must have a valid driver’s license and proof of insurance.


REQUIRED COMPETENCIES:

Flexibility and Adaptability

  • Adjusts to new or changing assignments, processes, and people.

  • Demonstrates willingness to listen to other opinions.

  • Provides examples of shifting from task to task

Learning Oriented

  • Asks questions and seeks help when needed.

  • Knows organization’s resources and tools for professional development.

  • Can describe how strengths and limitations impact professional performance.

Oral Communications

  • Speaks clearly and understandably; using appropriate words, grammar and mannerisms.

  • Offers examples of good and poor verbal communications.

  • Describes non-verbal behaviors that impact the spoken word.

Teamwork

  • Identifies characteristics of good teamwork.

  • Names primary and ancillary members of own team.

  • Explains team mission and objectives.

Problem Solving

  • Discusses problems and reporting and escalation practices.

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

  • Utilizes accepted procedures for problem analysis and resolution.

Written Communication

  • Writes documents that are correct in mechanics- spelling, grammar, punctuation, sentence structure.

  • Can describe characteristics of good and poor business or technical writing.


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.

 

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