at City of Chicago in Chicago, Illinois, United States
Job Description
Description:
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.”
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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 Cit
