STAFF ASSISTANT

STAFF ASSISTANT

Job Number : 413594

Description

BID / JOB ANNOUNCEMENT

STAFF ASSISTANT

CHICAGO DEPARTMENT OF AVIATION

Division Of Finance

Number of Positions : 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary : $66,612.00

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=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 10 / 16 / 25, until 11 : 59pm CDT on 10 / 30 / 25

The Chicago Department of Aviation is seeking a Staff Assistant to assist in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance

ESSENTIAL DUTIES

• Maintains all matters under the purview of the Deputy Commissioner.
• Briefs and prepares the Deputy Commissioner for internal and external meetings.
• Conducts research and gathers information in response to requests by the Deputy Commissioner.
• Works on special projects under the direction of the Deputy Commissioner.
• Ensures that the Division office runs smoothly and efficiently on a daily basis.
• Answers telephone calls to the Division's main line phone number to ensure good customer service and efficient office operations.
• Listens to voice mail messages to the Division's main line, forwards the voice mail messages to the appropriate Department staff, and empties the voice mail box.
• Using Microsoft Outlook and daily, prints and maintains the Deputy Commissioner's calendar.
• Schedules meetings for the Deputy Commissioner, Division staff, and Division consultants, reserves conference rooms, and manages meeting logistics (including handouts; conference room telephone, computer, and projector setup; white board and markers; virtual meeting web links; and conference call numbers), all of which are to facilitate successful business meetings.
• Using Microsoft Word and portable document format ("PDF") reading software such as Adobe Reader, prepares and edits letters, memorandum, and routing slips to relieve the Deputy Commissioner and Division staff of clerical functions.
• Scans the final documents as PDF files using Microsoft Word, prints labels for file folders.
• Using Microsoft Excel, creates spreadsheets for Division staff.
• Completes training classes required by the City and Department.
• Performs other duties as assigned.

Additional duties may be required for this position.

Location : O'Hare International Airport

Days : Monday-Friday

Hours : 9 : 00 AM to 5 : 00 PM

THIS POSITION IS IN THE CAREER SERVICE

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.

SELECTION REQUIREMENTS

This position requires applicants to successfully pass a skills assessment test and complete an interview, which will include a written exercise. Test results will be sent out by the Department of Human Resources after test results have been compiled and analyzed. Applicants who receive a passing score on the test will be selected to interview. The interviewed candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview and written exercise, will be selected for hire.

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.pd f

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.

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

: Oct 16, 2025, 5 : 00 : 00 AM |

Closing Date (Period for Applying) - External

: Oct 31, 2025, 4 : 59 : 00 AM

BU : 01 | Salary : $66,612.00 / year

Pay Basis

: Yearly