SENIOR OFFICE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Office Assistant

Chicago Department of Public Health

Food Protection Services

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Starting Salary: $45,984

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 03/10/2025

Mission: CDPH works with communities and partners to create an equitable, safe, resilient and Healthy Chicago.

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

* Performs a wide variety of office assistance support and general clerical work for an operating department (e.g., typing, proofreading, data entry, document preparation, answering phones, filing and public contact work)

* Prepares and processes various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)

* Types and proofreads printed documents (e.g., correspondence, forms, court documents, reports, graphs and charts)

* Identifies information to be scanned into document management system, scans information, and identifies actions needed for further processing

* Compares data with source documents prior to entry to identify inaccuracies

* Data enters document and record information into computer database systems including gathering and tabulating statistical data and preparing related reports

* Identifies and corrects data entry errors accordingly

* Retrieves documents, case files, records, etc. from department filing system and maintains and updates filing systems, either manually or electronically

* Sorts and matches documents and files for accuracy

* Photocopies documents, distributes copies and audits filing systems purging and sending files to off-site storage as necessary

* Provides public contact work responding to a variety of inquiries in-person

* Answers and responds to telephone calls or emails (e.g., inquiries about departmental or City programs and services, scheduling of appointments) or refers calls to appropriate department or person

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

* Assists in payroll functions (e.g., preparing timecards and time rolls, calculating and posting regular, overtime, payroll deductions) and processes and maintains employee personnel files and records (e.g., absenteeism, vacation, sick leave, resignations, retirements, leaves of absences, attendance at training classes)

* Assists in ordering and maintaining adequate office supplies

* Maintains and operates various brands of printers, scanners and copiers

* May assist in training other clerical staff

* Accepts payments from the general public, as required

Additional duties may be required for this position

Address: 2133 W. Lexington St. (Main office)

Chicago IL 60612

Hours: Monday-Friday, 8:30am to 4:30pm.

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.

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 interview process 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.

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 and Military Friendly Employer.

The City of Chicago is committed to providing fair chance hiring and welcomes applicants with past convictions, recognizing the value of a diverse workforce and the potential for growth and positive change.

City of Chicago

Brandon Johnson, Mayor