Full Job Description
Job Number: 346565
These positions are open to the general 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 on this position.
IF YOU ARE A CURRENT CITY EMPLOYEE AND WANT TO EXERCISE YOUR CONTRACTUAL RIGHTS TO BID, YOU MUST APPLY ON THE BID 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.
DEPARTMENT OF HUMAN RESOURCES
Information Services Division
Number of Positions: 1
Under supervision, ensures HR actions are accurately recorded and documented, and performs varied HR administration tasks for the Department of Human Resources, and performs related duties as required.
Works as a liaison for City departments electronically tracking and accepting HR transactions, scanning and storing supporting documentation for archival purposes, and provides assistance in the navigation of the City’s HRIS computer system
Maintains, appraises, revises, and issues work histories for current and former City employees in response to requests from HR liaisons, City employees, Labor Relations, Union(s), Pension Board, and Freedom of Information Act requests by deducting time for break in service, deducting time from employees’ continuous service and time in title
Initiates and conducts final and extensive audit of HR actions (e.g., appointments, promotions, separations, leaves of absence, incidents, and other personnel transactions) ensuring they are accurate and documented properly
Utilizes a document management system to retrieve, store, and save secured documents and records
Reviews personnel policies and procedures pertaining to the application of HR laws, union regulations, and City HR rules for employment actions affecting separations, hires, terminations, and reinstatements of “At Will” and “Shakman Covered” employees
Interprets and applies resolutions for Court ordered and Personnel Board settlement agreement orders and for Union arbitrations to individual employment records
Ensures HR actions comply with the Family Medical Leave Act (FMLA), Victims Economic Security and Safety Act (VESSA), and Health Insurance Portability and Accountability Act (HIPAA)
Instructs on the application of civil service practices under the City’s system of HR administration that is based on merit principles, personnel rules, and the use of job codes and employment statuses
Converts microfiche and microfilm records to a digitized format for archival purposes
Coordinates work efforts with City departments on matters relating to employment records for classifications, employee selection, transfers, and documentation for other areas of personnel administration
Performs varied HR administration tasks including the auditing of city-wide payroll reports to ensure accuracy for management review
Maintains databases to track HR hiring transactions, monitors control logs, and disseminates HR notifications to City departments
Gathers and provides documents and records in response to requests from the City’s auditing team, 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: City Hall
Address: 121 N LaSalle Street, Room 1100
Days: Monday – Friday
Hours: 8:30am – 4:30pm
THIS POSITION IS IN THE CAREER SERVICE
Three years of paraprofessional work experience in the field of human resources/personnel administration; or an equivalent combination of training and experience
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.
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.
This position requires applicants to successfully complete an interview which will include a written exercise and/or skills assessment as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected.
Preference will be given to candidates possessing the following:
Previous work experience using Human Resources Management Systems (Oracle, Peoplesoft, etc.)
Previous experience working with human resource laws and regulations such as FMLA, VESSA, ADA, and HIPAA
Previous work experience using data from union agreements (arbitrations/settlements, etc.) to modify employment records
Proficiency using Microsoft Word and Excel
Previous work experience using document management systems (DMS)
Previous work experience using microfilm, microfiche, and/or imaging
A Bachelor’s degree or higher from an accredited college or university
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 documents. 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 Office 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 applicants will be accepted.
Residency Requirement: All employees of the City of Chicago must be actual residents of the City 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 or email@example.com. Please be prepared to provide information in support of your reasonable accommodation request.
Please note, all positions with the City of Chicago close promptly at C.S.T. Applications for this position will be accepted until 11:59pm CST on August 9, 2021. No exceptions will be made.
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.
City of Chicago Department of Human Resources
Lori E. Lightfoot, Mayor Christopher Owen, Commissioner
Job Posting: Jul 26, 2021, 12:00:00 AM | Closing Date (Period for Applying) - External: Aug 9, 2021, 11:59:00 PM
Salary: $58,020 Pay Basis:Yearly