Chicago Dept. of Aviation- Administrative Services Officer II

Airport Minority Advisory Council•Chicago, IL

3d•Onsite

About The Position

The Chicago Department of Aviation (CDA) is seeking an Administrative Services Officer II to coordinate the hiring and recruitment process for assigned job vacancies. This role involves processing daily human resources transactions, managing personnel documentation, and ensuring compliance with various policies and procedures. The position also plays a key role in interpreting and explaining personnel policies, responding to employee inquiries, and coordinating with the Department of Human Resources (DHR). Additionally, the role assists with onboarding and offboarding processes, maintains personnel files, and completes employment verifications. The Administrative Services Officer II will stay current with policy changes and assist in preparing workforce-related reports. This position may also oversee or assist with special programs like the Student Intern Program.

Requirements

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.
Must pass an airport background check and a Security Threat Assessment (STA).

Nice To Haves

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.

Responsibilities

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 are 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.
Performs other job-related duties as assigned.