SENIOR OFFICE ASSISTANT

BID/JOB ANNOUNCEMENT
Senior Office Assistant
CHICAGO DEPARTMENT OF AVIATION
Human Resources, Information Technology, Facilities
Number of Positions: 3
(Additional vacancies possible pending budget approval)
Starting Annual Salary: B09, $47,364.00/year

These positions are 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 3/25/26 until 11:59pm CDT on 4/8/26

The Chicago Department of Aviation is seeking Senior Office Assistants to perform a variety of complex office assistant duties to support department operations and perform related duties as required.

HUMAN RESOURCES DIVISION
ESSENTIAL DUTIES
* Maintains and files a large volume of records and files (including but not limited to training education records, incoming and outgoing documents, including sorting, distributing, and maintaining records for CDA-HR Division.
* Answers and responds to telephone calls, emails, inquiries, and communication.
* Scans, photocopies, organizes, and distributes materials for the meeting.
* Creates new Personnel Files.
* Utilizes Microsoft Suites for various projects.
* Assists and tracks mandatory compliance training.
* Uses Microsoft Excel to create spreadsheets for Division staff.
Additional duties may be required for this position.

Location: 8420 W. Bryn Mawr Ave. Chicago, IL 60631
Days: Monday-Friday
Hours: 8:30 AM-4:30 PM

FINANCE/IT DIVISION
ESSENTIAL DUTIES
FINANCE DIVISION

• Responds to phone calls and emails, maintains an organized filing system, sorts mail, inputs data, and restocks office supplies as needed.
• Sorts mail and distributes it to the appropriate sections.
• Answering telephone calls and emails and redirecting them to the appropriate person.
• Updates and stores business files to ensure they are accurate and accessible to the section.
• Maintains filing, database systems, and inventories.
• Prepare envelopes and packages.
• Monitors office supplies and reports stock levels when they are low to the supervisors/section.
• Uses Microsoft Excel to create spreadsheets for Division staff.
• Ensure that the Division office runs smoothly and efficiently daily.
• Utilizes Microsoft Suites for various projects.

• Prepares, processes, and tracks APRFs and vendor invoices to support timely coordination with the Finance.

  IT DIVISION

• Coordinate and collaborate with the current Staff Assistant to ensure consistent administrative support across the IT Division.
• Prepares, processes, and tracks APRFs and vendor invoices to support timely coordination with the Finance.
• Utilizes Microsoft Suites for various projects.
• Assists and tracks mandatory compliance training.
• Answers and responds to telephone calls, emails, inquiries, and communication.
• Scans, photocopies, organizes, and distributes materials for the meeting
  Additional duties may be required for this position.

Location: 8420 W. Bryn Mawr Ave. Chicago, IL 60631
Days: Monday-Friday
Hours: 8:30 AM-4:30 PM

FACILITIES DIVISION
ESSENTIAL DUTIES
* Utilizes Microsoft Suites for various projects.
* Answers and responds to telephone calls, emails, inquiries, and communication.
* Scans, photocopies, organizes, and distributes materials for the meeting.
Sorts mail and distributes it to the appropriate sections.
Creates new files for the CDA-Facilities Division.
Answers and responds to telephone calls, emails, inquiries, and communication.
Ensure that the CDA- Facilities Division office runs smoothly and efficiently daily.
Additional duties may be required for this position.

Location: 11601 W. Touhy Ave. Building #89. Chicago, IL 60666
Days: Monday-Friday
Hours: 8:30 AM-4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

• 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

  SELECTION REQUIREMENTS
  This position requires applicants to complete an interview, which will include a universal assessment at the time 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.
  Note: The candidate selected for hire must pass a background check and a Security Threat Assessment (STA).

  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 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