Job Number:
275486

Description

ADMINISTRATIVE ASSISTANT-III

(O.E.M.C. Payroll)

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).

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

(BU 01)

. YOU MUST USE THE EMPLOYEE NUMBER FOUND ON THE UPPER LEFT-HAND

CORNER OF YOUR PAY CHECK STUB LABELED “PAYEE/EMPLOYEE NUMBER.”

(NO OTHER FORMAT OR SYSTEM CAN BE USED TO GET YOUR EMPLOYEE NUMBER).

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.

Office of Emergency Management and Communications

Number of Positions: 1

DUTIES

: The Administrative Assistant-III for the Office of Emergency Management and Communications performs a variety of general administrative, clerical and secretarial duties

focusing primarily on payroll related functions,

including the following:
Edits Time and Attendance Edits into Kronos/ CATA System. Researches, compiles and analyzes data to prepare programmatic and administrative reports; relays and interprets management directives to staff; participates in the conduct of studies and special projects and prepares reports on findings; studies office operational processes and recommends procedural changes to improve efficiencies; creates and maintains databases and spreadsheets using various software packages; edits and proofreads documents and reports; drafts correspondence for supervisor’s signature; orders and maintains materials and supplies and resolves problems with vendors; responds to inquiries or complaints from the general public and explains departmental policies; researches costs and analyzes expenditures to assist in the preparation of the annual budget; maintains basic accounting and petty cash records for office related expenditures. Assigns and reviews the work of staff engaged in performing a variety of clerical and customer service functions; coordinates office support services; establishes and implements work standards and clerical and administrative procedures and ensures standard are met; provides instruction and training to staff on work operations and evaluates their performance; prepares employee works schedules; assists staff in resolving complex or sensitive operational work problems; prepares various work reports regarding office expenditures, work operations and staff activities; interprets personnel policies and procedures to staff. Performs other payroll related duties as required. Performs other administrative, clerical and secretarial duties as required.

Office of Emergency Management and Communications

Location: 2111 W. Lexington, 311 Facility

Shift: Monday – Friday

Hours: 8:30 AM – 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

Qualifications

MINIMUM QUALIFICATIONS

Three years of progressively responsible administrative or secretarial experience, or an equivalent combination of education, 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,

valid U.S. Driver’s License,

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 successfully

PASS

a written test / skills assessment test

IN ORDER TO BE

interviewed.

The cut score of the test is subject to change based on standard statistical analysis of test results.

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 professional experience in computerized Payroll and Timekeeping systems/processes.

Level of education completed.

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 stationary stating dates of service and character of service. For active military personnel, you must attach a letter from your Commanding Officer on official stationary 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

City of

Chicago Department of Human Resources

Rahm Emanuel, Mayor Soo Choi, Commissioner

Job Posting

:

Aug 22, 2016, 12:01:00 AM

|

Closing Date (Period for Applying) – External

:

Sep 5, 2016, 11:59:00 PM

BU

:

01

|

Salary

:

$45,276.00/ANNUALLY

Pay Basis

:

Yearly