SENIOR OFFICE ASSISTANT

BID/JOB ANNOUNCEMENT

SR. OFFICE ASSISTANT

CHICAGO DEPARTMENT OF AVIATION

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $45,984; Grade: B-09

Applications for this position will be accepted until 11:59 pm CDT on Wednesday, April 30, 2025.

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 supervision, positions are allocated across all City departments and offices and perform a variety of complex office assistant duties to support department operations, and performs related duties as required

ESSENTIAL DUTIES

* Maintain and file large volume of records and files (included but not limited to training education records, employee training records, etc).

* Answer and respond to telephone calls or emails inquiries and communication.

* Process incoming and outgoing mail and documents including opening, date stamping, and sorting for distribution.

* Photocopy, organize, and distribute materials for meetings and training sessions.

* Send out calendar invites for meetings and trainings.

* Distribute, collect, and track forms.

* Assist and track mandatory compliance training.

* Prepare APRFs and track payments to vendors.

* Create new education files for training.

* Use Microsoft Suites for various projects.

Additional duties may be required for this position.

LOCATION: 10510 West Zemke

HOURS: 8:30 am - 4:30 pm, Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALIFICATIONS

One year of clerical or office assistant work experience; or an equivalent combination of education, training, and experience.

NOTE: You must provide your degree/transcripts at the time of processing, if applicable.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a universal assessment as part of the interview. The interviewed candidate possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. The Department of Human Resource staff will review applications after the final posting date. Staff will follow any and all required Employment/Hiring Plan provisions, federal, state and local laws, and Collective Bargaining Agreements when applicable. Staff will apply hiring preferences as required by the municipal code. Placement on an eligibility list is not an offer or guarantee of an interview nor employment with the City of Chicago.

COMMITMENT TO DIVERSITY: To further our commitment to hiring applicants with diverse experience the City of Chicago has adopted the following ordinances 2-74-020 and 2-74-075. The ordinances provide a preference to applicants who meet minimum qualifications and who are veterans of the Armed Forces, and/or residents of Socio-Economically Disadvantaged Areas (SEDA) and/or Chicago Public School (CPS) high school graduates to be referred to departments for consideration. These hiring preferences do not apply to bidders, as Collective Bargaining Agreements define the hiring process for bidders. For positions covered by a collective bargaining agreement, bidders will be considered before external candidates. To learn more about our hiring practices click here.

For Information on our employees benefits please visit our benefits website at:

https://www.chicago.gov/city/en/depts/fin/benefits-office.html

For Information on our salary and title structure visit our classifications website at:

https://www.chicago.gov/content/dam/city/depts/dhr/supp_info/JobClassification/2025_Classification_and_Pay_Plan.pdf

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor