Administrative Assistant, Warehousing & Logistics (Facilities)

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 330,000 students in 600+ schools and employing nearly 36,000 people, most of them teachers.  CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life.  In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity.  Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

Within the Office of Facilities Management and Capital Planning, Warehousing and Logistics Services is responsible for partnering with all CPS departments in the distribution of their resources. Warehousing and Logistics Services handles the removal, disposal, and transport of furniture, CPS Interoffice courier mail service, District Distributions, Service Transfer Requests, and Student/School Records. 

Job Summary:

Reporting to the Sr. Manager, Warehousing & Logistics, the Administrative Assistant will support the oversight, planning, and administrative management of CPS' Warehousing and Logistics Services.  This role will assist the Warehouse Leadership with various administrative support duties. This role will work closely with and build partnerships with key internal functional areas including Budget, Procurement, IT, Education, and outside partners including City Hall, Chicago Park District, and potential private donors. In this role, the Administrative Assistant will continually maintain a strong commitment to quality and execute the highest level of customer service while maintaining fiscal responsibilities.

The Administrative Assistant, Warehousing & Logistics Services (Facilities) will be held accountable for the following responsibilities:

• Support the operations of Warehousing & Logistics by providing administrative support to the Senior Manager, Warehousing and Logistics and department team members

• Manage multiple leadership calendars 

• Support the organization and creation of training and development programs for warehouse personnel including the development of professional development presentations

• Sort and file warehouse delivery documentation, ensuring all documents are accurate and properly organized; review and verify the accuracy and completeness of documents.  

• Maintain and update filing systems for all relevant documents

• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing & expediting orders for supplies.

• Manage staff time and attendance; reviewing timesheets and attendance data for accuracy and completeness

• Maintain and create/assist with creating the following:

• meeting agendas

• compiling meeting material

• presentation templates

• Warehousing & Logistics dashboards

• orientation schedules 

• device allocation and tracking

• all onboarding administrative documentation

• tracking of submitted licensure and certifications

• spreadsheet development

• training schedule development and oversight

• Answer incoming calls on a multi-line phone system, direct calls to the appropriate parties, and take messages as needed

• Respond to emails from internal and external stakeholders promptly and professionally; provide accurate and informative answers to inquiries and resolve any issues or concerns raised in the emails

• Review Warehousing leadership meeting materials for accuracy as well as create electronic files for warehousing meeting materials that will be sent to department leaders and staff for review

• Input data and maintain databases regarding warehousing and logistics initiatives

• Perform routine administrative duties in the office

• Perform other related duties as required/assigned 

In order to be successful and achieve the above responsibilities, the Administrative Assistant - Warehousing & Logistics (Facilities) must possess the following qualifications: 

Education Required: 

• High school diploma or GED equivalent, required

• Associate or Bachelor's degree from an accredited college or university, preferred

Experience Required: 

• Minimum of three (3) years of administrative work experience in roles responsible for administrative support, including supporting multiple people in an office setting (calendar management, meeting coordination, and event planning, etc.), project support, and customer service

• Bilingual in Spanish, preferred

• Previous Office/Administrative Assistant experience, preferred

Knowledge, Skills, and Abilities: 

• Excellent computer skills, including Adobe DC or Professional; Microsoft Office Suite; and Google Workspace applications (Gmail; Google Docs/Sheets/Forms, etc.); as well as the ability to master additional software programs as necessary

• Excellent written and oral communication skills and ability to handle all interactions with the highest level of hospitality and professionalism

• Ability to adapt to a rapidly changing environment as well as meet metrics and expectations of performance under tight deadlines

• Strong organization skills, attention to detail, and ability to master a wide range of complex tasks in a dynamic, fast-paced work environment
• Capable of handling sensitive information and maintaining high levels of confidentiality
• Self-motivated, proactive, and strong critical thinking skills
• Strong problem-solving and decision-making skills with the ability to prioritize internal and external customers' needs
• Excellent customer service and interpersonal skills with the ability to converse easily with the public
• Ability to maintain the confidentiality of work materials

Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.

• Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. "Up-to-date" on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.