ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE ASSISTANT

CHICAGO DEPARTMENT OF AVIATION

Payroll Division

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $50,424; Grade B-10

Applications for this position will be accepted until 11:59 pm CDT on Monday, March 10, 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

Essential Duties

* Assist Timekeepers as needed with the Chicago Automated Time and Attendance (CATA) system with timekeeping and payroll codes to ensure employee's time records are accurate (e.g., regular and overtime hours worked, vacation, etc).

* Excel entry and file maintenance of spreadsheets for assignments needed.

* Assist Payroll with supplemental time rolls (e.g., V-roll, Z-rolls, etc.) to ensure retired, deceased and terminated employee are compensated correctly.

* Assistance to year end calculations time earned and pro-rated time for vacation purposes.

* R4 account logs, data files preparation for long term data storage.

* Files and stores payroll documents (e.g., payroll registers, edit forms, etc).

* Explains payroll policies and procedures to employees in person and over the phone and clarifies discrepancies and any inquires.

* Knowledge of mail machine sealer.

* Electric data storage organization to payrolls share drive.

* Mail pick up and distribution.

* Assists, sort and distributes payroll check.

Additional duties may be required for this position.

LOCATION: Chicago Department of Aviation, 10510 West Zemke Road Varies

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

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALFICATIONS

Two years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

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

NOTE: The candidate selected for hire must pass an airport background check and a Security Threat Assessment (STA)

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a skills assessment test 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 interview, will be selected for hire.

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. 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.

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 and Military Friendly Employer.

City of Chicago

Brandon Johnson, Mayor