SENIOR ADMINISTRATIVE ASSISTANT

BID/JOB ANNOUNCEMENT

Senior Administrative Assistant-Security

CHICAGO DEPARTMENT OF AVIATION

CDA-Safety and Security Division

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $60,720.00/year (B-12)

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 8/28/25 until 11:59pm CDT on 9/12/25

The Chicago Department of Aviation is seeking Senior Administrative Assistants to perform administrative and office management support functions of a complex nature for the Aviation Safety and Security Division, OR supervises staff performing office, and/or administrative functions, and performs related duties as required

ESSENTIAL DUTIES

* Maintains and files a large volume of records and files (included but not limited to training education records, employee attendance records/edits, etc.)

* Answers and responds to telephone calls or email inquiries and communication

* Processes incoming and outgoing mail and documents including opening, date stamping, and sorting for distribution

* Photocopies, organizes, and distributes materials for meetings and training sessions

* Sends out calendar invites for meetings and trainings

* Distributes, collects, and tracks edit forms.

* Assists and tracks mandatory compliance training

* Utilizes Microsoft Suites for various projects

* Researches, compiles, and analyzes data to prepare programmatic and administrative reports

* Relays and interprets management directives to staff

* Schedules events, meetings and coordinates office support services

* Administratively supports timekeeping and payroll functions for Security employees

* Audits work and program records to ensure compliance with required protocols

* Drafts correspondence for supervisor's signature

* Maintains basic accounting and petty cash records for office-related expenditures

* Assists with employee work schedules reviews and reconciles clerical and data entry discrepancies

* Supervises the maintenance, filing, scanning and storage of electronic and manual records

* Prepares various work reports regarding office expenditures, work operations, and staff attendance.

* Interprets personnel policies and procedures to staff

* Attends meetings in the absence of the supervisor

* Participates on task force committees to evaluate existing processes and recommend methods to improve systems

Additional duties may be required for this position.

Location: ORD -Security Building-10601 West Higgins Rd.

Days: Monday-Friday

Hours: 1^st and 2^nd Shift (8:00 pm- 4:00 am and 6:00 am- 2 pm)

THIS POSITION IS IN THE CAREER SERVICE

Three years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a universal assessment as part 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. The selected candidate must also pass a TSA/FBI background check.

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 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