ADMINISTRATIVE SERVICES OFFICER I

City of Chicago; Chicago (IL); On-site; USD 62,000 - 75,000; Full time

Job summary

City of Chicago is seeking an Administrative Services Officer I in the Department of Public Health Human Resources. The role oversees personnel operations, coordinates interviewing and hiring, processes personnel actions, and assists in payroll and timekeeping.

Qualifications include a Bachelor's degree in a related field and at least one year of professional personnel experience. The position is located in Chicago and operates Monday–Friday with standard city hours.

Qualifications

• Bachelor's degree in Human Resources Management, Business Administration, or a directly related field, plus one year of professional personnel experience.

Responsibilities

• Act as a personnel officer, administering personnel programs and processing operations; coordinate with the City's HR department and vendors on classification and recruitment matters.

Education

Bachelor's degree in Human Resources Management, Business Administration, or a related field

Tools

Kronos

CHIPPS/Oracle

CATA

Job description

ADMINISTRATIVE SERVICES OFFICER I

Job Number: 419744

Department of Public Health Human Resources

Bureau of Administration & Operations

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Salary starts at $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.

Mission: To promote and improve health by engaging residents, communities and partners in establishing and implementing policies and services that prioritize residents and communities with the greatest need.

As an important member of the human resources team in the CDPH-HR Bureau, the Administrative Services Officer I role supports personnel operations. The Administrative Services Officer I coordinates and performs tasks to facilitate the hiring process.

ESSENTIAL DUTIES

• Act as a personnel officer, administering personnel programs and personnel processing operations, maintaining employee personnel records, and interpreting personnel policies and procedures for employees. Coordinate work efforts with the City's Department of Human Resources and vendor on matters relating to classification, recruitment, employee selection and hiring procedures, and other areas of personnel administration.
• Works with managers and outside vendors to coordinate the interviewing, hiring, and processing of departmental employees.
• Prepares and oversee the preparation and processing of personnel forms to initiate personnel actions (e.g., appointments, promotions, separations, leaves of absence, accidents, medical and drug screens, other personnel transactions.
• Processes merit increases.
• prepare and process payrolls.
• Maintains and supervises staff maintaining timekeeping records and preparing and processing payrolls.
• Audits manual time records to ensure hours reflected in CATA are accurate.
• Records timekeeping data on daily attendance and assignment sheets for employees working multiple shifts.
• Prepare and generate various timekeeping reports (e.g., accrual and balance reports, year-end, etc.).
• Provide information and respond to employee inquiries regarding benefits, pay, and personnel programs and processes.
• Provide new employee orientation and coordinate training and staff development activities.
• Interpret and explain personnel policies and procedures to managers and supervisors.
• Act as liaison with other City departments and vendors regarding the processing of personnel and payroll actions and the administration of personnel programs.
• Prepare reports regarding overtime, staffing, and personnel activities for management review.
• Assists in annual budget preparation by providing staffing and payroll cost information, as required.
• Act as Kronos Security Officer and process work schedule changes.
• Handle transfer requests.
• Process and monitor unit's expenditure and maintain related budgetary records. (e.g., tuition reimbursements, mileage checks, jury duty checks, purchase of supplies)
• Provide employment verifications as needed.
• Conducts exit interviews.

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: 111 W. Washington Street, 4th Floor

Days: Monday-Friday

Hours: 8:30AM - 4:30PM

THIS POSITION IS IN CAREER SERVICE

MINIMUM QUALIFICATIONS

Graduation from an accredited college or university with a Bachelor's degree in Human Resources Management, Business Administration, or a directly related field, plus one year of professional personnel experience, or an equivalent combination of education, training and experience.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview process will be selected.

PREFERENCE WILL BE GIVEN TO CANDIDATES POSSESING THE FOLLOWING

• Previous work experience in a position involving payroll/timekeeping.
• Previous work experience in a position using CATA/KRONOS & CHIPPS/Oracle software.
• Previous work experience involving Collective Bargaining Units.
• Previous work experiencing processing FMLA and other Leaves
• Previous experience using Microsoft suites.

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. The Department of Human Resource staff will review applications after the final posting date. Staff will follow 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 for 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.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago in an Equal Employment Opportunity and Military Friendly Employer.

Brandon Johnson, Mayor