Administrative Assistant

    • Job Tracking ID: 512251-606854
    • Job Location: CHICAGO, IL
    • Job Type: Full-Time/Regular
    • Date Updated: February 05, 2018
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Job Description:

Nobis Works

Administrative Assistant

FT/40 hours

Chicago, IL


Nobis Works Mission: Empowering People Through Employment

Vision: Nobis works envisions supportive communities where people with disabilities are afforded the opportunity to work



Position Summary:

Under the direct supervision of the HR Project Manager and HUD Chicago office, this position shall provide the full range of services support to the Office of Public Housing Investments, Special Applications Center in Chicago, Illinois. Work shall be performed in a professional team environment, encompassing various levels of government, and shall be required to alternate or adjust start and end times to meet deadlines involving daily work assisgnments anytime between 7:00 am and 6:00 pm.


Essential Job Functions and Responsibilities:


  1. Services included the following general Support Functions but are not limited to the following tasks which are broken into the following categories:
  2. General Office Support Functions
  3. Provide clerical support to include receptionist duties, faxing, filing and assisting employees in making travell arrangements.
  4. Perform general administrative functions in support of day-to-day operations including answering of telephones and providing telephone support.
  5. Prepare and develop documentation for Government review and approval, to include presentations, memoranda, correspondence, organizational charts and statistical reports and/or improving on the quality of existing documentation in support of program management functions, including but not limited to the use of MS Office Suite.
  6. Edit draft publiciations, reports, procedural and instructional handbooks and other correspondence for the Special Applications Center (SAC).
  7. Monitor multiple general and specific delivery email boxes daily; review emails to determine urgency and forward or prepare responses to emails, follow-up and route approrpriately.
  8. Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
  9. Provide data entry and information gathering support.
  10. Scan documents as required, including scanning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
  11. Schedule and coordinate conference calling as needed.
  12. Monitor office supply levels and recommend replenishment as needed, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
  13. Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.



  • Should have broad background of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
  • Must have a thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with knowledge of Adobe Acrobat Pro or other scanning software, spread sheet, and database experience.
  • Must pass drug screen and background check.
  • Eligibility to work in the United States.



  • Associates degree; or equivalent from a two year college or technical school; or six months or more related experience and/or training; or equivalent combination of education and experience.
  • Degree desirable.


Prior Experience Desirable:

  • 2-3 years administrative experience with some office management experience.


Special Skills/Abilities:





  • Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality.
  • Ability to work independently as well as within a team environment and is a self-starter.
  • Continually requires demonstrated poise, tact and diplomacy.


Written Communications:

  • Strong ability to write and maintain quality documentation and communicate in a professional manner.
  • Ability to proofread and edit documents.



  • Superior analytical ability in order to gather and summarize data for reports, find solutions to various administrative issues and prioritize and organize work.

Oral Communications:

  • Excellent verbal communication skills required to effectively communicate with a broad range of individuals.


  • Ability to make quick and independent decisions when dealing with inquiries.


  • Highly organized and accurate, with excellent planning skills and ability to multi-task.


  • Excellent proactive problem solving capability needed to overcome daily situations that occur in an office environment.



  • Proficiency in all MS Office applications, especially Outlook, Word, Excel and PowerPoint.
  • Proficiency in use of office equipment.


Other Qualifications or Requirements:


Mental Effort:



  • Ability to coordinate the work of the HUD Office of Public and Indian Housing (PIH).
  • Ability to manage multiple projects simultaneously.
  • Ability to handle interruptions while maintaining satisfactory work levels.

Physical Requirements:

  • Office environment not requiring strenuous physical qualifications.

Visual Effort:

  • Well-lit office environment requiring average amount of visual effort.





  • Follow all safety regulations to diminish accidents.
  • Understanding of OSHA safety requirements.
  • Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
  • Immediately report circumstances that may present a hazard to yourself and others.
  • Report any accident whether minor or major.

Scope of Position:

  • Not applicable.



This job description is not designed to cover or contain comprehensive listing of activities, duties or responsibilities that are required of the employee. They may be subject to change at any time.


Work Environment:

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.


Nobis Works is an Equal Opportunity Employer, Drugs Don’t Work worksite and a participant in e-Verify.


Experience and Skills:

Type or Copy/Paste Requirements here