STAFF ASST

BID/JOB ANNOUNCEMENT

STAFF ASSISTANT

DEPARTMENT OF FAMILY AND SUPPORT SERVICES (DFSS)

Executive Administration Division

Number of Positions: 1

(Additional vacancies pending budget approval possible)

Starting Annual Salary: $68,616

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 until 11:59pm CDT on 10/30/2026

Under direction, assists in the performance of specialized administrative support duties, and develops and implements management methods to improve organizational performance; and performs related duties as required.

ESSENTIAL DUTIES

• Implement administrative and organizational practices and procedures for the division, such as developing, preparing, organizing, maintaining, and storing the division’s confidential files, documents, and filing system, managing inquiries, and using judgment to ensure the appropriate team members are informed of operations and the office runs smoothly and efficiently

• Maintain calendars, schedule appointments, prepare documents, serve as a note taker at meetings and events, and brief employees 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

• Relieve division staff of administrative, clerical, and office functions, such as filing, organizing, ordering office supplies, formatting document lists, mail merges using Microsoft software, and other related clerical functions

• 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 training and reports using Microsoft PowerPoint and Excel

• Work on special projects and handle special assignments

• May assist with the travel request process for the department, including compiling travel documents, uploading information into the city’s system, making travel and hotel arrangements, and preparing paperwork for travel reimbursements

• Assist with time and attendance processes, including reviewing edit forms for accuracy and completion, entering data into the city’s system, generating reports, responding to inquiries, and filing documents

Additional duties may be required for this position.

Location:         Department of Family and Support (DFSS)

Executive Administration Division

1615 W. Chicago Ave

Days:               Monday – Friday

Hours:             9:00AM – 5:0PM

THIS POSITION IS IN THE CAREER SERVICE