Administrative Assistant at Cotter Consulting – Chicago, Illinois

OVERALL OBJECTIVE: Improve the quality and efficiency of the Program by providing administrative support to the Program Director, the client staff, other Program Senior Management Staff, and various program staff.

JOB COMPLEXITY/SCOPE: Prepares and organizes documentation, schedules and attends meetings, provides clerical and record keeping support, and performs office management tasks.

SUPERVISION: Works independently performing a wide range of tasks, ranging from clerical support duties to complex and confidential administrative assignments. Some assignments are made by senior management staff, but work is carried out without direct supervision. Initiates and completes routine or repeat assignments without prompt or direct supervision.

FLSA STATUS: Non-Exempt

JOB DUTIES: Performs the following duties and all other duties as assigned.

Meetings:

· Maintains overall program meeting schedule.

· Coordinates internal and external meetings, schedules conference rooms, prepares agenda, records, reports, and distributes minutes of meetings, and provides follow-up as needed.

· Attends evening Homeowner Briefings and public meetings, if necessary, to assist with attendee registration, collecting applications, and distributing documentation.

Documentation:

· Creates and maintains templates for letters, memoranda, forms, and other frequently used documents.

· Composes letters, memoranda, and reports for the Program Director, the client staff, and other program Senior Management staff.

· Collects data, reports, charts, and other materials created from word processing, spreadsheet, or other software and creates presentations of the documents collected.

· Performs strict quality control checks of formatting, grammar, and consistency of content for all correspondence generated by program staff and for correspondence on behalf of the client. Makes recommendations to improve syntax and diction in the writing.

· Performs strict quality control checks of formatting, grammar, and consistency of content for various types of reports, documents, and flyers. Makes recommendations to improve syntax and diction in the writing.

· Compiles and consolidates information from various files and software to create reports in PDF format including formatting the reports to create cohesive documents.

· Updates various program documentation including, but not limited to, procedure manuals.

· Assists in managing program records.

Construction Contract bid packages:

· Edits specifications to incorporate necessary revisions identified by others.

· Ensures formatting of various specification documents follows established standards and content is consistent from document to document.

· Assists with setting up, attendee registration, and distributing sign-in sheets at all pre-bid conferences.

Photographic identification card (photo ID) system:

· Manages the photo ID system.

· Creates and issues photo IDs.

· Maintains the photo ID database.

· Retrieves, logs, and destroys unused and expired photo IDs.

Office Management:

· Prepares workspace and arranges supplies for new employees.

· Assists with coordinating copier supplies and maintenance.

· Manages the organization and cleanliness of the office and break room and performs general office management duties.

· Maintains the Program Director's calendar and contacts.

· Manages the staff time away schedule.

· Performs research work and summarizes findings.

· Performs or assists with other duties as assigned.

*This position sits at a client office near O'Hare Airport

QUALIFICATIONS AND REQUIREMENTS:

· Associates degree required, and bachelor's degree preferred or equivalent combination of education and experience.

· Minimum 2 years related administration experience preferred.

· Experience working with public entities (CDA, CDOT, CTA, etc.) beneficial.

· Ability to use a computer, the Internet, Microsoft Word, Microsoft Power Point, spreadsheet, PDF editing, and email software. Ability to use Microsoft Excel and Adobe Acrobat beneficial.

REQUIRED COMPETENCIES:

Flexibility and Adaptability

· Recovers from disappointments and setbacks.

· Works effectively with unstructured teams, situations, or environments.

· Helps others adapt to changing environments and accept new situations.

Learning Oriented

· Demonstrates grasp of new information and its implications.

· Seeks out and relies on others in areas of own limitations.

· Applies feedback and changes behavior accordingly.

Oral Communications

· Utilizes techniques to verify that a verbal message was received as intended.

· Uses language appropriate to audience.

· Listens without defensiveness or excessive self-reference.

Teamwork

· Actively participates in team meetings.

· Demonstrates open, friendly, accepting, and supportive behaviors with team members.

· Fulfills personal duties and responsibilities assigned by the team.

Problem Solving

· Can discuss problem reporting and escalation practices.

· Identifies potential and actual problems or conflicts in own area.

· Utilizes accepted procedures for problem analysis and resolution.

Written Communication

· Produces written materials relevant to own work and department.

· Adheres to organization's guidelines, RSIP, and the CDA's standards for writing reports, correspondence, documentation, etc.

· Welcomes and uses feedback/editing assistance.

PHYSICAL AND MENTAL REQUIREMENTS:

· Ordinary ambulatory skills sufficient to move throughout the office;

· The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;

· Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;

· Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;

· The ability to talk and hear;

· The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);

· The ability to handle temperature changes consistent with inside environmental conditions; and

· Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.

Job duties that require visiting a construction work site require the following:

· Normal color vision;

· The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;

· The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;

· The ability to stoop, kneel, or crouch;

· The ability to stand for sustained periods of time;

· The ability to work in confined spaces and narrow passageways;

· The ability to work in high places; and

· The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.

Learn More about our benefits: Cotter-Benefits-Brochure-1.pdf