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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