SENIOR OFFICE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Office Assistant

Law Department

Bureau or Division Name (Building & License Enforcement )

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary: $47,364

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 11:59 pm CDT on 09/30/2026

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 perform 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 before 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 absence, 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

Note: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.

Additional duties may be required for this position

Location: 2 North LaSalle Street

Days: Monday - Friday

Hours: 9:00 am - 5:00 pm

THIS POSITION IS IN THE CAREER SERVICE

Minimum Qualifications

Education, Training, and Experience

• One (1) year of clerical or office assistant work experience
  Should the above criteria not be fulfilled, the following options are acceptable:
  • A diploma or a certificate of completion from a vocational or business education program in Office Administration
  • Graduation from an accredited college or university with an Associate's degree or higher

Educational & Employment Verification:

Please be advised that if you are selected to be hired, you must provide, upon request, adequate information regarding your education 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/diplomas 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.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test and complete an interview. Test results will be sent out by the Department of Human Resources after they have been analyzed and compiled. The candidates who receive a passing score on the skills assessment test will be invited to interview for the position. Candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview, will be selected in seniority/lottery order

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:

City of Chicago:: Classification and Pay Plan

APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resources 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 or 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