Address
SalaryDepartment of Administrative Hearings
Number of Positions: 1
This position is open to the public and all 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. Only employees in City job titles in this bargaining unit are eligible to bid.
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
Under general supervision, the class performs administrative, clerical and secretarial duties for the Customer Services Division by providing high level customer service to general public via telephone and in person for the Department of Administrative Hearings (DOAH)
ESSENTIAL DUTIES
- Receiving clients and general public at 2nd floor receptionist desk
- Answering main telephone line for the Department
- Assist Respondents/Public by processing motion to set asides and hearing requests in a timely and accurate manner pursuant to the Municipal Code of Chicago (MCC)
- Communicating in person and by telephone with attorneys, litigants, Respondents, public and other court facility personnel for providing general information regarding DOAH’s proceedings and forms.
- Where applicable, maintaining log sheets for filed documents
- Distributing documents to other DOAH Divisions, Departmental Liaisons/Representatives and Corporation Counsel.
- Assisting Respondents at check-in stage for in person hearing(s)
- Gathering daily paperwork generated in the hearing rooms and assuring it is filed or delivered to the appropriate staff in the division when necessary.
- Assist in the processing of DOAH default decisions and the intake and processing of new cases as well at the retrieval of case records and recordings as needed.
- Data entering new cases into the Administrative Hearings Case Management (AHMS) database as needed.
- Cross-trained to assist other divisions in the event of staff absences.
- Assisting Respondents and customers with use of Language interpreter telephone service
- Schedule sign language interpreter request for those who are hearing impaired.
- Process subpoenas and DOAH records request.
- Assist with coordinating the Administrative Law Judge monthly assignment schedule
- Order supplies and forms for use by the Central Hearing Facility and 2nd floor Division office staff
- Maintain, distribute, and track supplies, forms and equipment stored on the second floor
- Upon request, providing lunch relief for second floor receptionist desk
- Maintaining Central Hearing facility equipment, tracking and distributing inventory/supplies utilized by Central Hearing Facility employees.
- Performing other general administrative office functions and tasks i.e., filing, sorting mail, copying, preparing form letters, correspondence, spreadsheets, labels, flyers and information search by use of computer.
Performing related duties as required.
LOCATION:Department of Administrative Hearings
Customer Service Division
ADDRESS:740 N. Sedgwick and 400 West Superior
HOURS:Monday – Friday
8:30am – 4:30 pm or 9:00am - 5:00pm (dependent upon assignment
DAYS OFF:Saturday and Sunday
THIS POSITION IS IN THE CAREER SERVICE
Three years of administrative or secretarial experience, or an equivalent combination of training and experience.
Selection Criteria
This position requires applicants to successfully pass a written test / skills assessment and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The interviewed candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position will be selected. Bidders will be hired in seniority order according to the contract.
Preference will be given to candidates possessing the following:
- Previous experience providing customer service in a high-volume public environment
- Proficiency using MS Office Suite and database systems
