Administrative Assistant Job Vacancy in Chicago Metropolitan Agency for Planning (The Chicago Metropolitan Agency for Planning (CMAP)) Chicago, IL 60607 – Latest Jobs in Chicago, IL 60607 – updated today

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Company Name : Chicago Metropolitan Agency for Planning (The Chicago Metropolitan Agency for Planning (CMAP))
Location : Chicago, IL 60607
Position : Administrative Assistant

Job Description : Job Description
Performs routine clerical, secretarial and administrative work in answering telephones, receiving the public, providing customer assistance, data processing, record-keeping and any other duties as assigned. Ability to respond promptly, cordially, and efficiently while providing excellent customer service is necessary to succeed in the role.
ESSENTIAL FUNCTIONS:

Provide administrative support to the executive office and other departments as requested. This includes, but is not limited to, composing general correspondence, posting public notices, coordinating meeting room logistics and material preparations, notarizing documents, assisting with department correspondence and mailings, ordering supplies, manage accounts with vendors and arrange for delivery services as needed.
Schedule meetings for leadership between staff, CMAP Board Members and key stakeholders, managing complex and competing priorities of the organization.
Prepare and publish agenda items, agendas, and meeting minutes for various committees and serve as the Open Meetings Act Officer.
Serve as backup system administrator in the agenda management system.
Support CMAP Board and committee members including meeting materials, historical inquiries for past agency materials, maintain a database of contact information, and other requests.
Prepare, edit, and distribute communications and documents including email, letters, reports, instructional documents and general correspondence.
Submit purchase requests, process invoices, and complete expense reports.
Create and maintain a filing system, both electronic and physical.
Manage the front desk reception area including answering/directing telephone calls, greeting guests, responding to general inquiries, providing reading material and refreshments to guests monitoring reception traffic and accesses, and facilitating general orders.
Manage conference room calendar and scheduling for internal and external meetings.
Process business related requests such as car rentals, interpreter services, government rate verification and FOIA. Request and review Certificates of Liability to confirm CMAP is identified as additional insured for guests using CMAP’s facilities for events.
Prepare travel arrangements and registrations for seminars, meetings, and events on behalf of leadership.
Conducting research on best practices, agency partners and their work, associations and other projects as assigned.
Other duties to support the successful operations of the team.

NON-ESSENTIAL FUNCTIONS:

Assist maintenance with submitting work orders for office repairs
Assist in ordering, receiving, stocking and distributing office and kitchen supplies
Process photo ID badges for CMAP staff.

EDUCATION AND EXPERIENCE REQUIRED:

High School diploma, GED or equivalent. Some college coursework is preferred.
Two- three years of experience preferred in an office environment, preferably in a similar role.

KNOWLEDGE, SKILLS AND ABILITIES:

Well organized, detail-oriented with the ability to multi-task while having the ability to prioritize assignments.
Proficiency in Microsoft Word, Excel, and knowledge of basic office equipment.
Ability to prioritize multiple tasks.
Excellent interpersonal skills
Ability to present a calm, pleasant demeanor in difficult situations
Ability to understand and follow oral and written instructions

Company Description
The Chicago Metropolitan Agency for Planning (CMAP) is our region’s comprehensive planning organization. The agency and its partners are implementing ON TO 2050, a long-range plan to help the seven counties and 284 communities of northeastern Illinois implement strategies that address transportation, housing, economic development, open space, the environment, and other quality-of-life issues. See cmap.illinois.gov/about for more information on the agency’s vision and core values. CMAP is always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this applicant friendly, online job application! This position will remain open until filled.
Benefits

IMRF
AFLAC
Certifications/Licenses and Association Dues
Conferences/Training
Deferred Compensation (457 Plan)
Dental Insurance
Employee Assistance Program
Flexible Spending Accounts
Flextime
Health Insurance
Holidays
Life and Disability Insurance
Long-term Disability Insurance
Parental Leave
Personal Days/Floating Holidays
Retirement Savings Plan
Short-term Disability Insurance
Sick Leave
Tuition Reimbursement
Vacation Leave
Vision Insurance

CMAP requires all employees to declare their vaccination status upon hire. The agency reserves the right to enforce and/or amend this policy in compliance with federal and state mandates or as it deems necessary. Your acceptance of an offer of employment means that you understand and agree to comply with this policy.

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