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Description:

BID/JOB ANNOUNCEMENT

STAFF ASSISTANT

DEPARTMENT OF FLEET AND FACILITY MANAGEMENT

Bureau Of Asset Management

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual 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 from 5/15/25, until 11:59pm CDT on 5/29/25

The City of Chicago is seeking a Staff Assistant to assist in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance

ESSENTIAL DUTIES

• Assists in processing the record storage and retrieval and coordinates with other City departments to maintain compliance with the Local Records Act

• Reconciles and audits past and current invoices

• Meets quarterly and yearly goals relating to projects

• Creates management reports for data cleanup, destruction and processing for multiple City departments

• Participates in RFP’s, contract review and other duties associated with record management

• Develops standards and necessary controls to ensure that major departmental plans, policies and procedures are executed

• Assists with the various tasks associated with the Bureau of Asset Management, including without limitation, providing administrative support to managers and staff, and scheduling meetings

• Maintains office filing systems (both digital and paper)

• Maintains the email management system which consists of various contact group inboxes

• Distributes mail and processes access requests

• Coordinates with City user departments or external vendors

• Supports the bureau in project management tasks

Additional duties may be required for this position.

**Location** : 2 North LaSalle

**Days** : Monday-Friday

**Hours:** 8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

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.

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. 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.

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, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor