JOB ANNOUNCEMENT

Staff Assistant - Excluded

$52,956

Chicago Department of Aviation

Legal Division

Number of Positions: One (1)

The Staff Assistant provides essential administrative support to the Deputy Commissioner/General Counsel.

Essential Duties

• Maintains confidentiality of all matters under the purview of the Deputy Commissioner.
• Provides administrative support to Deputy Commissioner to ensure that the section runs smoothly and efficiently.
• Will be exposed to and expected to assist with confidential material that is handled by the Deputy regarding Finance, HR, Legal and Intergovernmental Affairs including: Hirings, Terminations, Grievances, Violence in the workplace complaints, Harassment Complaints, Lawsuits, Settlement Agreements, Labor Relations, Pay Increases, Employee Performance/Disciplinary Proceedings, IG Investigations, etc.
• Must have excellent writing and communication skills.
• Demonstrates exceptional organizational skills and able to multi-task.
• Able to pivot as necessary.
• Maintains Deputy Commissioner’s calendar and schedules appointments, meeting rooms and makes other logistical arrangements.
• Briefs and prepares the Deputy Commissioner for internal and external meetings.
• Attends meetings with the Deputy Commissioner and takes note and prepares summaries of the meetings.
• Screens visitors and telephone calls; takes messages and uses judgment in forwarding calls to appropriate personnel for response and resolution.
• Provides summaries of incoming mail, meeting requests and other matters requiring the Deputy Commissioner’s attention and response.
• Demonstrates the ability to use MS Word and Excel and other office software programs.
• Responds to e-mails and other inquiries as directed by the Deputy Commissioner.
• Conducts research and/or gathers information in response to requests by the Deputy Commissioner.
• Able to work independently as well as being a team player.
• Works on special projects under the direction of the Deputy Commissioner.
• Makes travel arrangements and prepares paperwork for travel reimbursements.

Additional duties may be required for this position.

Location: Chicago Department of Aviation

Address: 10510 W. Zemke Road, Chicago

Shift: Monday – Friday

Hours: 9 a.m. – 5 p.m.

THIS POSITION IS EXEMPT FROM THE CAREER SERVICE

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. At the time of interview there will be a written communication skills assessment exercise. 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 a 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 Department of Human Resources

Lori E. Lightfoot, Mayor Christopher Owen, Commissioner

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 April 11th, 2023. No exceptions will be made.