ADMINISTRATIVE SERVICES OFFICER II

City of Chicago; Chicago (IL); On-site; USD 74,000 - 91,000; Full time

Job summary

City of Chicago is seeking an Administrative Services Officer II in the CDA HR Section to manage recruitment and HR transactions for multiple divisions. The role emphasizes documentation, onboarding/offboarding, and collaboration with the DHR to ensure proper classification and hiring procedures.

The position requires a college degree in HR or related field with extensive HR experience, and a background check may be required. Work hours are Monday–Friday, with standard city employment benefits.

Qualifications

• Bachelor's degree in HR Management, Business Administration, or a directly related field; plus two years of professional HR experience.
• Six years of professional work experience in human resources
• Associate's Degree in HR Management, Business Administration, or related field; plus four years of professional HR experience
• Master's degree in HR Management, Business Administration, or related field; plus one year of professional HR experience

Responsibilities

• Coordinate the hiring and recruitment process for assigned CDA vacancies with leadership.
• Process daily HR transactions, including personnel documentation and related actions.
• Initiate and coordinate DocuSign workflows for HR transactions and actions.
• Explain City and departmental HR policies, procedures, and practices to managers and employees.
• Provide information and respond to employee inquiries regarding benefits and HR programs.
• Coordinate with the Department of Human Resources on classification, recruitment, and hiring procedures.
• Assist with onboarding and offboarding for mass hiring of Pool Motor Truck Drivers and Aviation Security Officers.
• Maintain and organize personnel files and hire folders per regulations.
• Transfer personnel files between City departments as needed.
• Complete employment verifications for current and former employees.
• Stay current on changes to timekeeping, budgeting, payroll, and HR policies.
• Assist with reports on overtime, staffing, vacancies, and workforce metrics.
• May oversee special programs and projects like Student Intern Program.
• Other related job duties as assigned.

Skills

MS Office Applications

HR administration

Policy interpretation

Education

Bachelor's degree in HR Management, Business Admin, or related; plus two years HR experience

Six years HR experience

Associate's Degree in HR Management, Business Admin, or related; plus four years HR experience

Master's degree in HR Management, Business Admin, or related; plus one year HR experience

Tools

Oracle

CHIPPS

HRIS systems

Job description

Description

BID/JOB ANNOUNCEMENT

ADMINISTRATIVE SERVICES OFFICER II

CHICAGO DEPARTMENT OF AVIATION

CDA- HR Section

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $82,644 per year

This position is open to current AFSCME BIDDERS AND the PUBLIC. Only 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 are considered BIDDERS and eligible to bid. Qualified BIDDERS who properly submit a bid application will receive preference over any non-bidders.

ESSENTIAL DUTIES

• Coordinates the hiring and recruitment process for assigned job vacancies within CDA divisions by collaborating with leadership to facilitate candidate interviewing, selection, hiring, and appointment processes.
• Processes daily human resources transactions, including preparing and submitting personnel documentation necessary to fill job vacancies. Responsibilities include, but is not limited to, HMC forms, candidate assessment forms, interview and testing notifications, invitations to interview or test, conditional job offers, non-selection notifications, union notifications as required by the collective bargaining agreements, CHIPPS actions for hires/appointments, promotions and separations, medical and drug screening processes, indebtedness reviews, City of Chicago/CDA fingerprinting, and other personnel-related transactions. Maintains and updates master hiring files and personnel documentation.
• Initiates and coordinates DocuSign workflows for human resources transactions and personnel actions, ensuring documents are routed to the appropriate individuals for review, approval, and completion.
• Interprets and explains City and departmental personnel policies, procedures, and practices to CDA managers, supervisors, and employees, as appropriate.
• Provides information and responds to employee inquiries regarding benefits, compensation, personnel programs, and related human resources matters.
• Coordinates with the Department of Human Resources (DHR) on matters related to position classification, recruitment, testing, employee selection, hiring procedures, and other areas of human resources administration.
• Assists with the onboarding and offboarding processes associated with the annual mass hiring of Pool Motor Truck Drivers and, when applicable, Aviation Security Officers.
• Establishes, organizes, maintains, and updates personnel files, employee records, and hire folders for new and existing employees in accordance with the Federal, State, and City requirements.
• Requests and coordinates the transfer of personnel files from other City departments for employees transferring to CDA and facilitates the transfer of CDA personnel files when employees move to other City departments.
• Completes employment and personnel verifications for current and former employees in accordance with State and City policies and procedures.
• Maintains current knowledge of changes to City and departmental policies, procedures, and requirements related to timekeeping, budgeting, human resources, payroll, and other areas within the scope of responsibility.
• Assists with the preparation of reports concerning overtime expenditures, staffing levels, personnel activities, vacancies, and other workforce-related matters for management review.
• May oversee or assist with the administration of special programs and projects, including the Student Intern Program and other departmental workforce initiatives.
• And, other job-related duties as assigned.

Location: 8420 W. Bryn Mawr Ave 8th Fl. Chicago, IL 60631

Days: Monday-Friday

Hours: 8:30 AM to 4:30 PM

THIS POSITION IS IN THE CAREER SERVICE

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 two (2) years of professional work experience in human resources.
• Six (6) years of professional work experience in human resources
• Graduation from an accredited college with an Associate's Degree in Human Resources Management, Business Administration, or a directly related field, plus four (4) years of professional work experience in human resources
• Graduation from an accredited college or university with a Master's degree in Human Resources Management, Business Administration, or directly related field, plus one (1) year of professional work experience in human resources

NOTE: The candidate selected for hire must pass an airport background check and a Security Threat Assessment (STA).

SELECTION REQUIREMENTS

This position requires applicants to complete an interview. The interviewed Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected by SENIORITY order and according to the CBA rules. The interviewed NON-Bidders who possess the qualifications best suited to fulfill the responsibilities of the position will be selected.

Selected Bidders

Selected Bidders will be hired in seniority order according to the collective bargaining agreement.

Preference will be given to candidates possessing the following:

• Previous work experience performing salary administration, and processing of hiring and personnel forms.
• Previous work experience administering employee benefits programs, personnel policies, hiring procedures, and maintaining confidential records.
• Previous work experience processing various personnel transactions in Oracle, CHIPPS, or HRIS related systems.
• Previous work experience processing payrolls and related records and reports into an automated timekeeping system.
• Knowledge of MS Office Applications.

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.

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