ASSISTANT PAYROLL ADMINISTRATOR

BID/JOB ANNOUNCEMENT

Assistant Payroll Administrator

Department of Finance

Payroll Division

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $73,140.000

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

Applications for this position will be accepted until 11:59pm CDT on 09/03/2025.

Under general supervision, assigns, supervises, and reviews the work of staff engaged in the preparation and processing of payrolls for a City department, and performs related duties as required

ESSENTIAL DUTIES

* Supervises and monitors the work of subordinate staff engaged in the preparation, processing, and distribution of departmental payrolls

* Reviews submitted payroll registers for accuracy, reconcile errors, and makes adjustments

* Reviews and approves third party payroll deductions from employee paychecks (e.g., taxes, pension contributions, union dues, charitable contributions, optional insurance coverage) and Oversees Voucher preparation for Third party Payments to vendors after reconciliation

* Interprets labor contracts, federal regulations, and municipal ordinances to respond to inquiries regarding salary administration

* Oversees transmittal of Payroll Direct deposit payment to bank, and Payroll NACHA Direct Deposit memo for approval

* Oversees special check handling for processing stop payment orders (e.g., lost, stolen, forged, mutilated checks) and submits requests to the Comptroller's Office, Office of Budget and Management, and the Department of Human Resources to facilitate the processing of payrolls

* Provides payroll information to departmental management for the preparation of budgets, monitoring of payroll expenses, and collective bargaining agreement negotiations

* Oversees communication to employee inquiries regarding lost or stolen paychecks, Direct deposit submittal, and W2 Reprints

* Oversee maintenance and verification of employee direct deposit entries and returns to the bank;

* Provides payroll related reports related to FOIA and Subpoena requests and other duties as assigned

Additional duties may be required for this position

Location: 121 N La Salle Street, Room 700

Days: Monday - Friday

Hours: 8:30 am - 4:30 pm

THIS POSITION IS IN THE CAREER SERVICE

Three years of progressively responsible timekeeping and payroll administration experience of which one year is in a supervisory role related to the responsibilities of the position, 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