|
Search Jobvertise Jobs
|
Jobvertise
|
Administrator, Board Office Location: US-IL-Chicago Email this job to a friend
Report this Job
Under general supervision, provides administrative support and manages the day-to-day clerical functions of the Board Office. Acts as the primary point of contact for external and internal calls, emails and visits to the office with the highest standards of customer service and customer resolution. Promotes a positive image for the Board Office.
Qualifications PRIMARY RESPONSIBILITIES - Provides various administrative functions for the office.
- Greets, screens, and directs visitors and/or phone calls to appropriate personnel within organization.
- Screens incoming phone calls, properly directs each call, and takes messages when appropriate.
- Monitors the Board Office general email inboxes and responds to email inquiries as directed.
- Maintains conference room schedules for the Board Office.
- Distributes and sorts mail for the Board Office while maintaining strict confidentiality.
- Maintains time records, ordering office supplies and equipment, preparing expenditure reports, manage Board Office equipment and repair requests.
- Assists in the organization and distribution of meeting materials and Board documents.
- Provides clerical support as needed by preparing standard letters or memorandums, proofreading and checking materials for accuracy, or photocopying and assembling materials and/or packages as needed.
- Assists in the Board Offices administration of required State, County and CTA ethics training and economic disclosure.
- Assists with compiling and distributing ethics training and economic disclosure materials.
- Responsible for the filing and organization of Board records.
- Coordinates and maintains office record retention schedule.
- Maintains and organizes Board Office reference collection.
- Maintains and organizes employee certifications of annual ethics and economic disclosure compliance.
- Maintains a reference guide of general public-facing CTA and Board information (e.g. public meeting dates, public comment information, CTA public events and information) to address public inquiries.
- Performs other related duties as assigned.
MANAGEMENT RESPONSIBILITIES Reporting to this position are the following jobs: Job Title CHALLENGES - Working in a high call (phone, in-person and email) volume environment.
- Multi-tasking while providing a customer service focused approach in every situation.
- Adaptability in a fast-paced, large system environment.
EDUCATION/EXPERIENCE REQUIREMENTS - Associates degree, plus two (2) or more years of executive administrative support experience, or an equivalent combination of education and experience relating to this position.
- Bachelors degree, college coursework and/or minimum of one (1) year experience in an executive office for a large organization preferred.
- Bilingual or multi-lingual language skills preferred.
PHYSICAL REQUIREMENTS - Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
- Chicago Transit Authority requires all employees to be COVID-19 vaccinated. If you are offered employment, you must provide proof of full COVID-19 vaccination or proof that you are in the process of becoming fully vaccinated as part of the hiring process and as a condition of employment. Visit (link removed)/careers
- Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.
KNOWLEDGE, SKILLS, AND ABILITIES - Working knowledge of CTA and Board policies and general public-facing information.
- Working knowledge of the techniques of receiving calls, making appointments, giving information, explaining instructions and guidelines.
- Ability to handle multiple tasks simultaneously.
- Intermediate computer skills with knowledge in Microsoft Office.
- Strong communication skills and the knowledge necessary to write and express oneself in a clear, logical and comprehensive manner.
- Ability to exercise initiative, good judgment, and to do detailed work.
- Ability to understand and follow oral and written instructions.
- Ability to deal courteously with the general public, CTA employees, and city officials.
- Good typing skills, minimum 35 wpm.
WORKING CONDITIONS - General office environment.
EQUIPMENT, TOOLS, AND MATERIALS UTILIZED - Personal computer and related software (Microsoft Word, Power Point, Excel).
Additional Details Please note, employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts. Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target. Applicants, if hired,must comply with CTA's residency ordinance. CTA IS AN EQUAL OPPORTUNITY EMPLOYER No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact arc@transitchicago.com prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided. During the hiring process, CTA?s Human Resources department will contact candidates with next steps (link removed) Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.
Primary Location: USA-Illinois-Chicago Job: Miscellaneous Job Posting: Dec 22, 2023, 3:14:51 PM Position Type: Full-time Permanent (FTP)
Chicago Transit Authority
|