ADMINISTRATIVE ASSISTANT

Job Number: 416876 Description

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

Civilian Office of Police Accountability (COPA)

Investigations Unit

Number of Positions: 1

Starting Salary:$51,936.00

This position is open to current AFSCME BIDDERS AND the PUBLIC. Only current City employees covered under the City’s Collective Bargaining Agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) – BARGAINING UNIT 1, 3, 4, & 5 are considered BIDDERS and are eligible to bid. Qualified BIDDERS who properly submit a bid application will receive preference over any non-bidders.

BID INSTRUCTIONS : Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND 1. Check the box on your profile titled “Currently employed by the City of Chicago” 2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’) 3. Select your correct bargaining unit FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION.

• Successful candidates must pass a background investigation. Persons offered employment must pass all pre-employment exams prior to appointment.

Applications for this position will be accepted until 11:59 pm Central time on 07/09/ 2026.

Under general supervision, performs administrative, clerical, and/or secretarial duties to COPA’s Investigative Unit.

ESSENTIAL DUTIES

• 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.
• Liaise with other members of the administrative team to handle requests from supervisors and senior team members.
• Distributes office mail.
• Provides general support for visitors.
• Assists in processing transactions within City of Chicago and COPA databases.
• Assists COPA supervisors and senior team members in tracking work assignments, deadlines, scope of assignment, and related details.
• Assists with retrieval and preparation of records from files.
• Maintains and manages equipment and office supply inventory.
• Performs related clerical, administrative and special project duties as required.

Additional duties may be required for this position.

DEPARTMENT: Civilian Office of Police Accountability (COPA)

UNIT: Investigations

ADDRESS: 1615 W Chicago Ave

SHIFT: Monday through Friday

HOURS: 9:00 am – 5:00 pm

DAYS OFF: Saturday and Sunday

THIS POSITION IS IN THE CAREER SERVICE.

Qualifications

MINIMUM QUALIFICATIONS Education, Training, and Experience

• Two (2) years of administrative, office assistant or secretarial experience

Should the above criteria not be fulfilled, the following options are acceptable:

o 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

o Graduation from an accredited college with an associate’s degree, plus one (1) year of administrative, office assistant or secretarial experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include a universal skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected. Selected Bidders will be hired in seniority order according to the collective bargaining agreement.

For Information on our employees benefits please visit our benefits website at: https://www.chicago.gov/city/en/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

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resources staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. To learn more about our hiring practices click here.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT. The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer. City of Chicago

Brandon Johnson, Mayor

Job Posting : Jun 25, 2026, 12:00:00 AM |

Closing Date (Period for Applying) - External: Jul 9, 2026, 11:59:00 PM

BU : 01 |

Salary : $51,936.00

Pay Basis : Yearly