DOCUMENTATION SPECIALIST - CITY CLERK

BID/JOB ANNOUNCEMENT

Documentation Specialist - City Clerk

Office of City Clerk

Number of Positions: 2

(Additional vacancies possible pending budget approval)

Starting Salary: $57,000

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.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled "Currently employed by the City of Chicago"

2. Enter your employee ID (located on your pay stub labeled 'payee/employee number')

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Applications for this position will be accepted until 11:59pm CDT on 6/8/2026.

Under general supervision, reviews, compiles and edits documents for publication in the City Council Journal of the Proceedings, and performs related duties as required

ESSENTIAL DUTIES

* Intake and processing of legal documents, notifications, and reports.

* Organizing and checking documents for accuracy and completeness.

* Drafting summaries of legislation filed with the department.

* Cataloging and classifying legislative files.

* Data entry and maintenance via legislative document management system.

* Research and compilation of legislative records.

* Preparing documents and legislative references for inclusion in official City Council record (Journal of Proceedings).

* Proofread draft copies of Journal entries both individually and as a team.

* Prepare posting of document on website.

Additional duties may be required for this position

Location: 121 N. LaSalle Street, RM 107

Days: Monday - Friday

Hours: 8:00am - 4:00pm (Occasional overtime will be required.)

THIS POSITION IS IN THE CAREER SERVICE

Two (2) years of document management, publication, or editing experience, OR

Graduation from an accredited college or university with an Associate's degree or higher in Journalism, English, Communications, or a directly related field, plus one (1) year of document management, publication or editing experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position.

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 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 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. To learn more about our hiring practices click here.

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, Military Friendly, and Fair Chance Employer.

City of Chicago

Brandon Johnson, Mayor