BID/JOB ANNOUNCEMENT
SENIOR ADMINISTRATIVE ASSISTANT
Department of Human Resources
Finance & Administration Division
Number of Positions: 1
(Additional Vacancies Possible, Pending Budget Approval)
Starting Salary: $60,720.00
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
Applications for this position will be accepted until 11:59pm CDT on 3/27/2025.
The candidate under direction will perform administrative and office management support functions that would include procurement, timekeeping, payroll, personnel processing, records storage management, voucher processing and accounts payable functions.
Essential Duties
Location: 121 N. La Salle Street, Room 1100
Days: Monday- Friday
Hours: 8:30 am – 4:30 pm
THIS POSITION IS IN THE CAREER SERVICE
Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience.
Selection Requirements
This position requires applicants to successfully complete an interview which will include a written exercise and/or skills assessment as part of the interview. The interviewed candidate(s) 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. Bidders will be hired in seniority order according to the collective bargaining agreement.
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
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 for 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.
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
The City of Chicago in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.
City of Chicago
Brandon Johnson, Mayor
Job Posting
Mar 13, 2025, 12:00:00 AM
BU
01
SENIOR ADMINISTRATIVE ASSISTANT
Department of Human Resources
Finance & Administration Division
Number of Positions: 1
(Additional Vacancies Possible, Pending Budget Approval)
Starting Salary: $60,720.00
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
- Check the box on your profile titled “Currently employed by the City of Chicago”
- Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)
- Select your correct bargaining unit
Applications for this position will be accepted until 11:59pm CDT on 3/27/2025.
The candidate under direction will perform administrative and office management support functions that would include procurement, timekeeping, payroll, personnel processing, records storage management, voucher processing and accounts payable functions.
Essential Duties
- Research, compiles, and analyzes data to prepare programmatic and administrative reports.
- Relays and interprets management directives to staff.
- Participates in the conduct of studies and special projects and prepares reports on findings.
- Studies office operational processes, prepares reports on findings, and recommends procedural changes to improve efficiencies.
- Creates and maintains databases and spreadsheets using various software packages.
- Schedules events, meetings and coordinates office support services.
- Acts as a specialist in the reviewing and processing of documents for applications, licenses and permits for departmental programs or coordinates the activities of office staff performing these functions.
- Recommends approval or denial of applications, licenses, permits for departmental programs based on interpretation of program requirements, rules and regulations.
- Explains laws, rules and procedures for complying with or obtaining departmental programs or services.
- Oversee or perform timekeeping and payroll functions for departmental employees.
- Audits work and program records to ensure compliance with required protocols.
- Edits and proofreads documents and reports.
- Drafts correspondence for supervisor's signature.
- Orders and maintains materials and supplies and resolves problems with vendors.
- Responds to inquiries or complaints from the general public and explains departmental policies.
- Research costs, monitors, and analyzes expenditures to assist in the preparation of the annual budget.
- Oversee the maintenance of account records, posting of payments and collection of payments for department programs.
- Maintains basic accounting and petty cash records for office-related expenditures.
- Assigns and reviews the work of staff engaged in performing a variety of office assistant, clerical, administrative and/or customer service functions.
- Establishes and implements work standards and clerical and administrative procedures and ensures standard are met.
- Provides instruction and training to staff on work operations and evaluates their performance, as required.
- Prepare employee work schedules
- Reviews and reconciles clerical and data entry discrepancies.
- Assists staff in resolving complex or sensitive operational work problems.
- Supervises the maintenance, filing, scanning and storage of electronic and manual records.
- Prepares various work reports regarding office expenditures, work operations, and staff activities.
- Interprets personnel policies and procedures to staff.
- Attend meetings in the absence of the supervisor.
- Participate on task force committees to evaluate existing processes and recommend methods to improve systems
Location: 121 N. La Salle Street, Room 1100
Days: Monday- Friday
Hours: 8:30 am – 4:30 pm
THIS POSITION IS IN THE CAREER SERVICE
Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience.
Selection Requirements
This position requires applicants to successfully complete an interview which will include a written exercise and/or skills assessment as part of the interview. The interviewed candidate(s) 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. Bidders will be hired in seniority order according to the collective bargaining agreement.
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
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 for 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.
ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.
The City of Chicago in an Equal Employment Opportunity, Military Friendly, and Fair Chance Employer.
City of Chicago
Brandon Johnson, Mayor
Job Posting
Mar 13, 2025, 12:00:00 AM
BU
01