Administrative Assistant, State Litigation

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 360,000 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.

The Legal Administrative Assistant will work in a team to support the State Court Litigation Unit of the Law Department. This unit has ten attorneys and handles a very high volume of cases in the practice areas of personal injury, commercial litigation, administrative hearings, debarments, workers compensation, administrative review, FOIA litigation, property tax appeal interventions, mechanics liens and wage garnishments, counseling, subpoena responses, and pre-litigation claims. The Administrative Assistant position is of a confidential nature and has regular access to the Law Department and other CPS Departments’ confidential files, data and information, including confidential student and employee information. This position will report to the Deputy General Counsel.

The Administrative Assistant will be held accountable for the following responsibilities:

Performing routine administrative duties for assigned attorneys and leadership in the Law Department;

Data input and maintaining databases regarding open and closed files in the Litigation Unit;

Scheduling depositions, court reporters, and conference rooms;

Docketing court dates and deadlines;

Filing pleadings, motions, and court documents;

Answering phones, directing calls to the appropriate parties, and taking messages as appropriate;

Annual temporary deployment to support schools;

Performing other related duties as required.

In order to be successful and achieve the above responsibilities, the Administrative Assistant must possess the following qualifications:

Type of Education Required:

High school diploma required.

Associate or Bachelor’s degree from an accredited college or university preferred.

Type of Experience and Number of Years:

A minimum of three (3) years of experience performing administrative or clerical duties in a legal office, or similar setting.

Knowledge, Skills, and Abilities:

Capable of handling sensitive information and maintaining high levels of confidentiality

Strong verbal and written communication skills.

Knowledge of Google Suite applications (Gmail Google Docs, Spreadsheets, Forms, etc.)

Knowledge of Word, Microsoft Office, Excel, and E-filing software

Knowledge of legal terminology and Illinois State Court procedures, preferred

Hard-working team player with high attention to detail.

Excellent customer service skills.

Ability to work in a high volume, deadline-driven environment.

Excellent organizational skills and the ability to multitask.

As a condition of employment with 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.