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Description:

BID/JOB ANNOUNCEMENT

Staff Assistant

Office of the City Clerk

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $66,612.00

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** **12/26/2025.

Under direction, assists in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance; and performs related duties as required.

ESSENTIAL DUTIES

• Develops, implements, reviews and analyzes departmental procedures in order to increase operating efficiency

• Assists in the implementation of daily and long-term operations of electronic file management system

• Coordinates and provides administrative and technical support in departmental operations including electronic file management system (ELMS)

• Communicates critical matters to appropriate departmental staff and external stakeholders and acts as liaison as needed

• Use a personal computer or related office equipment and program applications to prepare reports on department operations

• Trains internal and external users on ELMS functionality and serves as liaison for user support and issue resolution

• Assists in the migration, reclassification and updating of historical legislative records

• Prepares, edits and processes documents for publication in legislative Journal of Proceedings and Index

• Assists with the intake, processing, and uploading of documents and notifications in ELMS and/or newspaper for public access

• Coordinates and assists departments, elected officials, and the public on legislative matters

• Assists with the intake, processing, uploading and publication of documents in ELMS

• Manages intake and processing of claims and lawsuits filed with department

_Additional duties may be required for this position_

**Location:** **1** 21 N. LaSalle Street, Room 107

**Days:** Monday - Friday

**Hours:** 8:00 am - 4:00 pm

THIS POSITION IS IN THE CAREER SERVICE

Qualifications:

Graduation from an accredited college or university with a Bachelor's degree or higher in Business Administration, Public Administration or a related field, plus one (1) year of administrative experience.

Should the above criteria not be fulfilled, the following options are acceptable:

• Five (5) years of administrative work experience

• Graduation from an accredited college with an Associate’s degree in Business Administration, Public Administration or a directly related field, plus three (3) years of administrative work experience.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. Interviewed bid applicants possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected in seniority order according to the collective bargaining agreement. The interviewed non-bidder(s) candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected.

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. (https://www.chicago.gov/city/en/depts/dhr/provdrs/emp.html)

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