Administrative Secretary II

Title:  Administrative Secretary II (Facility Management Department)

CHARACTERISTICS OF THE CLASS: Under general supervision, performs a variety of administrative and office support activities which require independent judgment in support of the operation of a sizable unit or department.  Performs related duties as required. 

EXAMPLES OF DUTIES: 

• Responds to more complicated inquires or requests for information or determines which requests should be handled by another staff member. 
• Analyzes records, prepares and submits reports. 
• Utilizing a personal computer, prepares more complicated documents or reports and prepares various complex spread sheets. 
• Assists supervisor in budget preparation by analyzing budget records from previous year, recognizing and recommending needed changes in specific areas. 
• Establishes methods and procedures for filing and record maintenance.  
• Assigns tasks and coordinates clerical staff to complete assignments. 
• Examines payrolls prepared by others for accuracy prior to submission. 
• Directs the maintenance of central files of correspondence, records, reports, vouchers, etc.
• Maintains the inventory of large and varied supplies by issuing and insuring the filling of requisitions and/or purchase orders.
• Acts as liaison with other offices, departments and outside agencies. 
• As judged necessary, contacts other organizations and departments to collect complex or confidential information. 
• Manages clerical activities within the unit by assigning work to clerical personnel and providing direction on non-routine assignments. 
• Handles minor personnel problems with clerical staff or between clerical and other staff members. 
• Reviews the contents of incoming correspondence using judgment, directs to appropriate staff or responds to routine inquiries. 
• May do additional research to respond to complex inquiries. 

MINIMUM QUALIFICATIONS:

Training and Experience: Completion of two academic years of study at an accredited college, university or business school supplemented by two years of secretarial/administrative assistant experience in an office environment; or an equivalent combination of training and experience.

Knowledge, Skills and Abilities: 

• Knowledge of rules of English, grammar, punctuation and spelling. 
• Knowledge of office methods and procedures. 
• Skill in organizing and prioritizing work for self-and/or others. 
• Ability to organize and maintain records. 
• Ability to communicate effectively with park employees and the public. 
• Ability to effectively supervisor the work of others. 
• Ability to work on a personal computer with good knowledge of Microsoft Word and Excel.

BENEFITS: As a part-time Chicago Park District employee in a position covered by the District’s Agreement with SEIU Local 73, eligible employees receive a comprehensive benefits package including:  

• +$1.00/hour increase on 1/1/2026.
• +$1.00/hour increase on 1/1/2027.
• 1 day of personal leave at the commencement of each quarter, accrued on a pro rata basis. 
• 2 days of sick leave at the commencement of each quarter, accrued on a pro rata basis. 
• After one year of employment, employees who work 1,040 hours or more in the previous year are typically eligible for between 7-10 workdays of paid vacation time annually, and additional time after first 5 years of employment. 
• 12 weeks of paid parental leave (upon meeting FMLA eligibility requirements).  
• Pension plan through the Park Employees' and Retirement Board Employees' Annuity and Benefit Fund, a system covered by the State of Illinois' Reciprocal Act. 
• Free Admission to most Chicago Museums. 

Rate of Pay: $60,777.86/annually 

Union: SEIU-Local 73        EEO: Administrative Support       FLSA: Non-Exempt