STAFF ASST

BID/JOB ANNOUNCEMENT

STAFF ASSISTANT

DEPARTMENT OF FLEET & FACILITY MANAGEMENT (2FM)

HUMAN RESOURCES DIVISION

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $66,612; Grade: B-13

Applications for this position will be accepted until 11:59 pm CDT on Friday, April 4, 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 the direction, provide administrative support to the Deputy Commissioner of Bureau of Human Resources within the Department of Fleet and Facility Management

ESSENTIAL DUTIES:

* Primary duties will include but not be limited to providing administrative, clerical, and secretarial support in the Department of Fleet and Facility Management's (2FM) Bureau of Human Resources by processing and maintaining employee personnel records, assisting in the preparation and processing of personnel forms to initiate personnel actions (e.g., appointments, separations, leaves of absence, accidents, medical and drug screens, other personnel transactions)

* Assists in payroll functions (e.g.,, calculating and posting regular, overtime, payroll deductions) and records (e.g., absenteeism, vacation, sick leave, resignations, retirements, leaves of absences, attendance at training classes)

* Provide high level customer service to general public via telephone, electronically and in person and office assistance support (e.g., typing, proofreading, data entry, document preparation, answering phones, filing and public contact work)

* Assist in the maintenance of automated timekeeping records for 2FM employees, represented by collective bargaining agreements and in the preparation and processing of said payrolls

* Works with co-workers to coordinate the pre-intake process, interviewing, hiring and processing of departmental employees

* Prepares various reports on human resources and payroll activities for use by management

* Assists in reviewing and responding to requests for information filed by Respondents and other entities pursuant to the State of Illinois Freedom of Information Act (FOIA): research, examine, and analyze documents from manual, computerized, archived files and records to provide responsive documents to FOIA requests and makes appropriate redactions of exempt information. Ensure responses are filed within the statutory timeframes and when appropriate, requests extensions in writing.

* Assists in maintaining and updating 2FM FOIA request(s) logs

* May be assigned to perform vacation/absence relief for the Office of the Commissioner by providing confidential secretarial and administrative responsibilities when necessary.

* Perform other general administrative office functions and tasks i.e., filing, sorting mail, copying, preparing form letters, correspondence, spreadsheets, labels, flyers and information search by use of computer.

* Perform related duties as required

Additional duties may be required for this position.

LOCATION: 2 North LaSalle, Ste 200

HOURS: 8:00 am - 4:00 pm, Monday - Friday

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALIFICATIONS

Graduation from an accredited college or university with a Bachelor's degree in Business Administration, Public Administration or a related field, supplemented by one year of administrative experience, or an equivalent combination of training and experience

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

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

SELECTION REQUIREMENTS

This position requires applicants to successfully pass skills assessment tests and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been compiled and analyzed. Applicants who receive a passing score on the test will be selected to interview. The interviewed candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected for hire.

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. 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