Human Resources Assistant - Employee Records

Chicago Transit Authority; Chicago (IL); On-site; USD 58,000 - 78,000; Full time

Job summary

Chicago Transit Authority is seeking an entry‑level HR administrative support professional in Chicago. Under supervision, you will assist with employee records, onboarding activities, and HR program administration, including drafting letters and reports and maintaining personnel files.

The role emphasizes confidentiality, strong communication, and proficiency with Microsoft Office and HR systems, with a target annual salary of about $67,758.26 and a full‑time permanent position.

Qualifications

• Bachelor's degree in Business, Human Resources, or a related field plus two (2) years of HR experience or equivalent.
• Two (2) years of experience related to the area of assignment preferred.

Responsibilities

• Create and manage Authority identification cards; verify information and maintain records.
• Provide administrative support for HR programs and activities; prepare letters, reports, and correspondence.
• Handle onboarding tasks for new employees, including fingerprinting and onsite appointments.
• Respond to employee record requests and handle employment verifications.
• Provide customer service to internal and external parties by phone and in person.
• Assist with special HR projects and prepare complex correspondence and presentations.

Skills

HR general knowledge

Communication skills

Confidentiality

Multitasking

Microsoft Office

Applicant tracking systems

Education

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

Tools

Microsoft Word

Excel

PowerPoint

Job description

SALARY

$67,758.26

POSITION SUMMARY

Under general supervision, provides administrative support for staff within assigned division of the Authority's Human Resources (HR) Department. Applies entry level professional HR skills in assisting with work processes and performing routine HR tasks and functions in support of the Employee Records division.

PRIMARY RESPONSIBILITIES

• Tasked with the creation and management of Authority issued identification cards. Responsibilities include:
  • Creates and issues Authority identification cards to employees and eligible retirees.
  • Reviews source documents and verifies correct information is reflected using various computer databases.
  • Arranges and coordinates the distribution, return, and destruction of identification cards.
  • Maintains computerized and manual records of cards issued, replaced, and returned.
• Assists team members by providing administrative support as directed in the administration of various HR programs and activities.
  • Composes and types letters, memoranda, and other correspondence related to assigned human resources programs and activities using the appropriate software for word processing, spreadsheets, and graphics.
  • Prepares a variety of reports including technical reports and status reports pertaining to HR management programs and activities.
  • Performs a variety of general office support duties including, but not limited to making copies, maintaining various department calendars, assisting with various HR events, data entry, database maintenance, and maintaining office supplies.
• Performs a variety of tasks requiring specialized knowledge related to area of assignment: Employee Records.
  • Performs employee records maintenance, creates new employee files, processes and files employee records, responds to employee record requests, and prepares files for legal proceedings.
  • Prepares and ships files to off-site storage facility according to filing and storage standards.
  • Responds to employment verification requests.
• Performs all tasks associated with onboarding of new employees which will include but are not limited to:
  • Facilitation of onsite pre-employment appointments.
  • Coordinating onsite activities as they relate to fingerprinting and onboarding.
• Provides customer service both in-person and by telephone to internal and external parties.
  • Screens and directs telephone calls for assigned division; gathers and relays messages for staff.
  • Provides answers to questions from employees and the general public regarding human resources issues and topics.
  • Responds to various requests for information on behalf of division.
• Participates in executing special projects as assigned by management.
  • Produces complex correspondence, reports, and presentations using software for work processing, spreadsheets, and graphics.
  • Executes project management strategies and functions, and works closely with other departments, as directed, related to special projects and initiatives.
  • Communicates with Managers regarding project and initiative progress, expectations, and deadlines.
• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

• None

CHALLENGES

• Keeping abreast of new trends, legislation, and innovations in the Human Resources field.
• Developing and maintaining effective working relationships with various levels of Authority and outside contacts.
• Handling information with strict confidentiality and discretion.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business, Human Resources, or a related field, plus two (2) years of experience in Human Resources, or an equivalent combination of education and experience relating to this position.
• Two (2) years of experience related to area of assignment preferred.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Ability to move up to 25 pounds.
• Lifting, standing, and bending.
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of principles, practices, and/or office procedures of Human Resources.
• General knowledge of modern office practices, including record keeping and confidentiality, computer software for word processing, spreadsheets, presentations, and/or statistics.
• Strong written and oral communication skills.
• Good report and presentation writing skills.
• Ability to handle multiple tasks simultaneously.
• Ability to use a variety of computer applications including applicant tracking systems and Microsoft Office.
• Ability to work with a variety of diverse groups in a tactful and effective manner.
• Ability to work with sensitive information while maintaining strict confidentiality.

WORKING CONDITIONS

• General office environment.
• Exposure to paper dust.
• Occasional travel to warehouse facility to retrieve records.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software (Word, Excel, PowerPoint, etc.)

ADDITIONAL DETAILS

Employees and/or union members will be given priority consideration in the hiring process, per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants, if hired,must comply with CTA's residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race, color, creed, religion, sex, marital status, national origin, sexual orientation, ancestry, age, unfavorable military discharge, disability or any other status protected by federal, state, or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees, unless undue hardship would result. If you require an accommodation in the application or hiring process, please contact [e-mail] prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process, CTA's Human Resources department will contact candidates with next steps. Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.

Primary Location: USA-Illinois-Chicago

Job: Human Resources

Job Posting: Aug 21, 2026, 5:00:00 AM

Position Type: Full-time Permanent (FTP)

Department: Human Resources