STAFF ASST

BID/JOB ANNOUNCEMENT

STAFF ASSISTANT

Business Affairs and Consumer Protection

Bureau of Public Vehicle Operations

Number of Positions: 2

(Additional vacancies are possible pending budget approval)

Annual Starting Salary: $68,616

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 (AFSCME) - (BARGAINING UNIT #01, 03, 04, 05).

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 beginning 10-26-26 11:59pm until 11-9-26.

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

Essential Duties:

* Demonstrates strong organizational skills and implements administrative procedures to ensure the bureau's operations run smoothly and efficiently.

* Strong verbal and written communication skills.

* Provides inperson assistance in a highvolume environment, engaging and communicating effectively with diverse groups of people.

* Demonstrates advanced proficiency with Microsoft Office Suite programs, including Word, Excel, and Outlook.

* Shows proficiency in learning and using new databases and software programs.

* Coordinates and provides administrative support for departmental operations, including tracking inventory and work orders required for bureau's operational needs.

* Works independently on special projects and completes special assignments as directed by the Deputy Commissioner, Assistant Commissioner, or Program Manager.

* Applies critical thinking and analytical skills to assess operational challenges, identify inefficiencies, and propose effective solutions.

* Reviews and processes license applications with a high level of accuracy and attention to detail.

* Reviews documents and database entries for errors, issues, and compliance with legal requirements.

* Develops plans for longterm organizational goals and coordinates management activities to ensure efficient operation of the executive office.

* Communicates critical matters to appropriate departmental staff.

* Communicates with department managers, city officials, and external customers on behalf of the Deputy Commissioner, Assistant Commissioner, or Program Manager regarding various projects.

* Takes dictation and transcribes notes; prepares meeting summaries; and follows up on pending items.

* Reviews correspondence and other materials requiring the attention and signature of the Deputy Commissioner, Assistant Commissioner, or Program Manager prior to final approval.

* Reads and responds to emails sent to the bureau's general email address.

* Drafts and distributes public communications using the Constant Contact program.

* Organizes shared folders on the bureau's network.

* Maintains confidentiality of all materials and files.

* Performs other duties within the job classification as assigned.

Additional duties may be required for this position.

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.

Location: Department of Business Affairs and Consumer Protection Public Vehicle Licensing Facility

2350 W. Ogden Ave.

Chicago, IL 60608

Shift: Monday-Friday

Hours: 8:30 a.m. to 4:30 p.m.

(Shift may vary due to the needs of the operation)

THIS POSITION IS IN THE CAREER SERVICE

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.

OR

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.

OR

Five (5) years of administrative work experience.

NOTE: To be considered for this position you must provide information about your educational background and/or 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.

Educational & Employment Verification:

Please be advised that if you are selected to be hired you must provide, upon request, with 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: A copy of your official transcripts and/or professional license, or training certificates will be required at the time of interview, if applicable.

Selection Requirements: This position requires applicants to successfully complete an interview which will include a universal assessment as part of the interview. The interviewed bidders possessing the qualifications best suited to fulfill the responsibilities of the position will be selected in seniority order according to the collective bargaining agreement. The interviewed external candidate(s) who possess the qualifications best suited to fulfill the responsibilities of the position will be selected in random/lottery order.

Desired Skills

• Previous work experience in a high volume, face-to-face customer service environment.
• Previous work experience providing customer service in person, over the phone and via email.
• Previous work experience in records management, personnel procedures or record keeping.
• Previous work experience reviewing incoming correspondence and drafting responses to internal and external stakeholders.

* Proficiency in Microsoft Word, Excel and Outlook.

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 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 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