STAFF ASSISTANT (Construction Ops)

BID/JOB ANNOUNCEMENT

These positions are open to the general public and to all current city employees covered under the terms of the City's collective bargaining agreement with the AMERICAN FEDERATION OF STATE, COUNTY AND MUNICIPAL EMPLOYEES UNION (AFSCME) - Select BU 01.

IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID ONLY SITE AT: www.cityofchicago.org/CAREERS

(Once the website opens, scroll down and click on the button titled "Bid Opportunities.")

IN ADDITION, YOU MUST CHECK THE BOX ON THE CAREERS APPLICATION TITLED "ALREADY EMPLOYED BY THIS COMPANY", CORRECTLY ENTER YOUR EMPLOYEE NUMBER, AND SELECT THE CORRECT BARGAINING UNIT. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND CORNER OF YOUR PAY CHECK STUB LABELED "PAYEE/EMPLOYEE NUMBER."

(NO OTHER FORMAT OR SYSTEM CAN BE USED TO GET YOUR EMPLOYEE NUMBER).

FAILURE TO CHECK THE "ALREADY EMPLOYED BY THIS COMPANY" BOX, ENTER YOUR EMPLOYEE NUMBER, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION.

Chicago Department of Aviation

Number of Positions: 1 (one)

This Staff Assistant maintains all matters under the purview of the deputy commissioner. Briefs and prepares the Deputy Commissioner for internal and external meetings. Conducts research and/or gathers information in response to requests by the Deputy Commissioner. Works on special projects under the direction of the Deputy Commissioner.

DUTIES: Ensures that the Division office runs smoothly and efficiently on a daily basis. Greets and escorts visitors at the Aviation Administration Building (O'Hare Building 804). Answers telephone calls to the Division's main line phone number to ensure good customer service and efficient office operations. Listens to voicemail messages to the Division's main line, forwards the voicemail messages to the appropriate Department staff, and empties the voicemail box. Daily, handles incoming interoffice mail, U.S. mail, and packages for the Division and forwards them to the appropriate Division staff. Handles outgoing interoffice mail, U.S. mail, and packages for the Division to send correspondence to other City staff, government offices, and airport business partners. All outgoing mail must be prepared with the highest level of professionalism (i.e., no blemishes on the envelopes or mailing labels, legible printing or handwriting, and no spelling mistakes in the names or addresses). For outgoing mail and as needed, prepares U.S. Postal Service Form 3800 (Certified Mail Receipt) and Form 3811 (Domestic Return Receipt). Using Microsoft Outlook and daily, prints and maintains the Deputy Commissioner's calendar. Schedules meetings for the Deputy Commissioner, Division staff, and Division consultants, reserves conference rooms, and manages meeting logistics (including handouts; conference room telephone, computer, projector setup, white board and markers, virtual meeting web links and conference call numbers), all of which are to facilitate successful business meetings. Using Microsoft Word and portable document format ("PDF") reading software such as Adobe Reader, prepares and edits letters, memoranda, and routing slips to relieve the Deputy Commissioner and Division staff of clerical functions. Scans the final documents as PDF files. Using Microsoft Word, prints labels for file folders. Makes photocopies and files paper documents in Division file cabinets. Creates and maintains an inventory of all Division file cabinet drawers. Monitors each file cabinet drawer and redistributes the files as necessary so that no drawer is more than ¾ full. Using PDF editing software such as Adobe Acrobat or Nuance Power PDF, scans historical paper documents as PDF files, edits the PDF files to insert, delete, or rotate pages, and adds PDF bookmarks for each document section and appendix, all of which are to convert paper documents to electronic files. Prepares files and file boxes for off-site archiving, both of which are to organize Division documents and to demonstrate compliance with Local Records Act requirements. Creates an electronic record of each box in an online records management system maintained by the City's records management contractor. Using FMS and daily, runs and prints the standard report called "APRFs Pending Action" for the Deputy Commissioner. When APRFs are approved, prints those APRFs for the appropriate file. Initiates All Purpose Requisition Forms ("APRFs") in FMS to encumber funds for goods and services in accordance with City procedures. Prints forms and required backup to de-encumber funds that are no longer needed for completed contractor work (i.e., close blanket purchase order blanket releases with open balances). Routes incoming invoices to the CDA Finance Division for invoice logging. Using FMS, distributes paper and electronic invoices to Division project managers for review and approval. Initiates paper material requisition forms for standard and specialty office supplies. Checks nearby printers and copiers to ensure that they are stocked with paper, toner, and staples. Clears printer jams. Replaces toner cartridges. Contacts the CDA Information Technologies and Telecommunications ("IT") Division for printer and copier maintenance beyond printer jams and replacement of toner cartridges. Delivers spent toner cartridges to the CDA IT Division for recycling and picks up new toner cartridges. Daily, conducts a walk-through of the Division office space to determine whether the office space is in good order or whether new work orders are needed. Initiates work orders for custodians, laborers, carpenters, electricians, building engineers, IT computer technicians, IT telecommunications specialists, and graphics production. Using Microsoft Excel, creates spreadsheets for Division staff. Completes training classes required by the City and Department. Performs other related duties as required.

LOCATION: Chicago Department of Aviation, O'Hare International Airport (ORD)

HOURS: 8:00am - 4:00pm

DAYS: Monday - Friday

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

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

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.

Education & Employment Verification - Please be advised that if you are selected to be hired you must provide, upon request, adequate information regarding your educational and employment history as it relates to the qualifications of the position for which you are applying. If you received your degree internationally, all international transcripts/diploma must be accompanied by a Foreign Credential Evaluation. If the City of Chicago cannot verify this information, any offer extended to you will be withdrawn and you will not be hired.

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

NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment, and specific job duties. (If you are a current City employee, Acting Up cannot be considered). If you fail to provide this information at the time you submit your application, it will be incomplete and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.

SELECTION REQUIREMENTS

This position requires applicants to PASS a skills assessment/written test IN ORDER to be interviewed. The interviewed Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected by SENIORITY order and according to the CBA rules. The interviewed NON-Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected, AND

Preference will be given to candidates possessing the following:

Previous work experience as a Staff Assistant or a similar role to a Senior Manager or a group of professionals.

Proficiency Level in MS office suite

NOTE: To be considered for this position you must provide information about your educational background and your work experience. You must include job titles, dates of employment, and specific job duties. (If you are a current City employee, Acting Up cannot be considered.) If you fail to provide this information at the time you submit your application, it will be incomplete and you will not be considered for this position. There are three ways to provide the information: 1) you may attach a resume; 2) you may paste a resume; or 3) you can complete the online resume fields.

VETERANS PREFERENCE: The City of Chicago offers Veterans Preference to both current, active military personnel AND military personnel who have served in the Armed Forces of the United States and have received an honorable or general discharge. Eligible candidates must have at least six months of active duty documented. In order to receive the veterans preference, candidates need to indicate whether or not they are a veteran by answering "yes" or "no" to the question on the online application that asks, "Are you currently serving on active duty for at least six months in the Armed Forces of the United States OR have you served in the Armed Forces of the United States on active duty for at least six months and received an honorable or general discharge?" In addition, you must attach documentation to verify your military service. For Veterans, you must attach a copy of your DD214 to your online application which includes character of service status OR a letter from the United States Veterans Administration on official stationery stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationery verifying your active duty, length of service, and character of service in the Armed Forces of the United States AND a copy of your military ID to your online application. Failure to answer the question and attach the required documentation will result in you not being considered for the Veterans Preference.

Evaluation: Your initial evaluation will be based on information provided on the application form and documents submitted with the application. Applications must be submitted by the individual applicant. No second party applicants will be accepted.

Residency Requirement: All employees of the City of Chicago must be actual residents of the City as outlined in 2-152-050 of the City of Chicago Municipal Code. Proof of residency will be required.

If you would like to request reasonable accommodation due to disability or pregnancy in order to participate in the application process , please contact the City of Chicago, Department of Human Resources, at 312-744-4976 (voice) or 312-744-5035 (TTY). Please be prepared to provide information in support of your reasonable accommodation request.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ANY AND ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

City of Chicago is an Equal Opportunity/ Military Friendly Employer

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

City of Chicago

Brandon Johnson, Mayor

Please note, all positions with the City of Chicago close promptly at 11:59pm C.D.T. Applications for this position will be accepted until 11:59p.m. C.D.T. on June 23rd, 2024. No exceptions will be made.