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STAFF ASST At City of Chicago

Location: Chicago, Illinois

Job Description

STAFF ASST
Job Number: 320537
Description
STAFF ASSISTANT
Department of Cultural Affairs and Special Events (DCASE)
FINANCE DIVISION
BID/JOB ANNOUNCEMENT
This position is 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 (BARGAINING UNITS 1, 3, 4, & 5).
Attention AFSCME members in Bargaining Units 1, 3, 4, & 5: When submitting your bid application for this position, please select 01-AFSCME from the Bargaining Unit drop-down menu as it is the only option for AFSCME members.
IF YOUARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THEBID 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 ID, AND SELECT THE CORRECT BARGAINING UNIT. 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 OBTAIN YOUR EMPLOYEE NUMBER).
FAILURE TO CHECK THE “ALREADY EMPLOYED BY THIS COMPANY” BOX, ENTER YOUR EMPLOYEE ID, AND SELECT THE CORRECT BARGAINING UNIT WILL RESULT IN A REJECTED BID APPLICATION.
Number of Vacancies: 1
The Department of Cultural Affairs and Special Events (DCASE) is dedicated to enriching Chicago’s artistic vitality and cultural vibrancy. This includes fostering the development of Chicago’s non-profit arts sector, independent working artists, and for-profit arts businesses; providing a framework to guide the City’s future cultural and economic growth, via the 2012 Chicago Cultural Plan; marketing the City’s cultural assets to a worldwide audience; and presenting high-quality, free and affordable cultural programs for residents and visitors.
The Staff Assistant position will provide administrative support to the Deputy Commissioner of Finance, which includes functions related to Human Resources, Contracts Administration, and Financial Management.
ESSENTIAL DUTIES
  • Relieve the Deputy Commissioner of clerical, administrative, and office type functions related to human resources, contracts administration, and financial management
  • Implement administrative and organizational practices and procedures for the division, such as developing, organizing, and maintaining the division’s confidential filing system, managing inquiries, and using judgment to ensure the appropriate team members are informed of operations
  • Maintain calendars, schedule appointments, prepare documents, and brief the Deputy Commissioner in advance of meetings and appointments by using Microsoft software products, Outlook/Office Suite and other scheduling and meeting tools to avoid scheduling conflicts and to prepare for meetings
  • Relay requests for information and directives to departmental staff, and provide status reports to ensure all team members are informed and kept abreast of projects/assignments
  • Maintain confidentiality of all materials, specifically personnel forms and human resources documents to maintain integrity and to comply with rules and policies
  • Prepare materials including financial charts and presentations for trainings and reports using Microsoft PowerPoint and Excel
  • Work on special projects and handle special assignments as directed by the Deputy Commissioner
  • Assist with procurement and financial management processes by working in collaboration with the contract and finance team; data entry into the Financial Management Process system
  • Manage the travel request process for the department, including compile travel documents, upload information into the city’s system, make travel and hotel arrangements, and prepare paperwork for travel reimbursements
  • Review time and attendance edit forms for accuracy and completion, enter data into the city’s system, generate reports, and respond to inquiries
  • Assist with the hiring process by working with the Assistant Commissioner to provide support to the HR team, as needed
  • Assist with other DCASE events, programs, and activities, as needed
  • Perform related duties as required
NOTE: The list of essential duties is not intended to be inclusive; there may be other duties that are essential to particular positions within the class.
LOCATION: Department of Cultural Affairs and Special Events (DCASE)
78 E. Washington St., Chicago, IL 60602
SHIFT/HOURS: Monday through Friday; 9:00am – 5:00pm
May be required to work some weekends, late evenings, and/or holiday assignments. May work outside and be exposed to various outdoor weather conditions
DAYS OFF: Saturday and Sunday
SALARY: $52,848 Annually
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.
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: 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.
NOTE: You must provide your transcripts or diploma, professional license, or training certificates at time of processing, if applicable.
SELECTION REQUIREMENTS
This position requires applicants to successfully pass a written test / skills assessment and complete an interview. Test results will be sent out by the Department of Human Resources after test results have been analyzed and compiled. The interviewed candidate(s) receiving a passing score on the test and possessing the qualifications best suited to fulfill the responsibilities of the position will be selected.
Preference will be given to candidates possessing the following:
  • Experience managing multiple projects/tasks
  • Experience with customer service/communicating with a variety of people
  • Experience with scheduling meetings and events and responding to inquiries
  • Previous administrative/secretarial work experience in the areas of finance or human resources
  • Previous work experience creating/maintaining databases, spreadsheets and reports
  • Previous experience writing responses and correspondence
  • Previous experience utilizing a financial management purchasing system (FMPS)
  • Proficiency with Microsoft Office Suite
Knowledge: Considerable knowledge of administrative work processes related to budgeting, procurement and human resources. Good knowledge of departmental rules, regulations and organizational structure.
Abilities: Listen to and understand information and ideas presented. Ability to analyze, review, prepare and interpret reports. Ability to develop and implement policies and procedures. Ability to use good judgment to evaluate situations and make decisions.
Skills: Excellent interpersonal and customer service skills. Strong written and oral communication skills, proven organizational skills, and high attention to detail. Strong proficiency in Microsoft Word, Excel and PowerPoint. Applicable analytical and mathematical skills.
Other requirements: Demonstrate willingness to take on job challenges. Be open to change (positive or negative) and to a variety of new ideas in the workplace. Demonstrative reliability, responsibility and dependability in fulfilling obligations which may include maintaining confidentiality for human resources related work. May require some weekends, late evenings, and/or holiday assignments. May work outside and be exposed to various outdoor weather conditions
Working Conditions:
General office environment, using standard office equipment.
VETERANS PREFERENCE NOTE: 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 (Member Copy-4) 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 applications will be accepted.
RESIDENCY REQUIREMENT: All employees of the City of Chicago must be actual residents of the City of Chicago 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.
The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer
Please note, all positions with the City of Chicago close promptly at 11:59 pm CDT. Applications for this position will be accepted until 11:59 pm CDT on 03/01/2019. No exceptions will be made.
City of Chicago Department of Human Resources
Rahm Emanuel, Mayor Soo Choi, Commissioner
Job Posting: Feb 15, 2019, 12:01:00 AM | Closing Date (Period for Applying) - External: Mar 1, 2019, 11:59:00 PM
BU: AFSCME | Salary: $52,848.00 Pay Basis:Yearly