ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT Job Number: 414192 Description BID/JOB ANNOUNCEMENT ADMINISTRATIVE ASSISTANT CHICAGO DEPARTMENT OF AVIATION FINANCE DIVISION Number of Positions: 1 (Additional vacancies possible pending budget approval) Starting Salary: $50,424; Grade: B-10 Applications for this position will be accepted until 11:59 pm CST on Tuesday, December 9, 2025. This position is 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=enAND 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 ESSENTIAL DUTIES The Clerk will be responsible for performing administrative tasks to support daily business operations. * Responds to phone calls and emails, maintains an organized filing system, mail sorting, input data and restocking office supplies as needed * Reviews all incoming invoices from vendors and input data into in-house system (FMS) for all user departments * Sorts mail and distributes to appropriate sections * Researches outstanding statement from the vendors. Requesting supplier numbers. Answering telephone calls and emails and redirecting them to the appropriate person/section * 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 supervisor * Backup to Accounting Tech II's for creating receipts and releases * Perform other related duties as required Additional duties may be required for this position. Location: 8420 West Bryn Mawr Days: Monday - Friday Hours: 8:30 A.M. - 4:30 P.M. THIS POSITION IS IN THE CAREER SERVICE. Qualifications MINIMUM QUALFICATIONS Two years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience * NOTE: The candidate selected for hire must pass an airport background check and a Security Threat Assessment (STA) NOTE: You must provide your degree and/or transcripts at time of processing, if applicable. Selection Requirements This position requires an applicant to successfully complete an interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position will be selected. APPLICATION EVALUATION: Initial evaluation will be based on information provided on the application and the documents submitted. Department of Human Resource 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. 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 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 Job Posting : Nov 25, 2025, 6:00:00 AM | Closing Date (Period for Applying) - External : Dec 10, 2025, 5:59:00 AM BU: 01 | Salary: $50,424 Pay Basis :Yearly