Job Details
CTA is seeking the services of a Full-Time Temporary Filing Clerk to ssist with handling sensitive information, large volume of administrative filing , maintain general and special filing systems and provide a variety of clerical support to Technology Engineering Teams . Hereafter referred to as "Qualified Personnel". See Attachment A- Scope of Work for this Task Order No. 21.
It is the expectation of the CTA that the Qualified Personnel will work at the direction of the CTA Technology Engineering Project Manager II.
The winning firm shall provide a Qualified Personnel to perform the work required under this Task Order. The Qualified Personnel must comply with CTA's standard policies and guidelines which will be shared with them once the Task Order is awarded. Firms should provide up to (3) three resumes of the proposed Qualified Personnel as part of their proposal in accordance with the requirements stated in this Task Order.
All temporary staff will be required to maintain various full and part time shifts between the hours of 8:00 AM to 4:30 PM, Monday thru Friday, weekends as needed, less those holidays upon which CTA's offices are closed. The start date will be after date of Task Order execution for a period of up to 3 months.
The firm shall include in its submittal resumes of each of the proposed Qualified Personnel listed that the firm will commit to the performance of the Task Order. The resumes shall describe each individual's relevant experience and dates related to that experience and shall satisfy the requirements specified in this Task Order. CTA reserves the right to conduct background checks, and to obtain any other relevant job qualification information, and/or conduct interviews with the firm's presented Qualified Personnel to further evaluate their experience.
The CTA reserves the right to the replacement of any personnel for any reason. The firm shall not remove or replace approved Qualified Personnel without prior written consent from CTA and must find a replacement that is acceptable to CTA that has also received all of the training and information necessary to perform this Task Order.
Basis of Award
The Chicago Transit Authority will award a Task Order to one firm based on the qualifications and experience of the candidate. At the end of the resume review process the top candidates will be invited in for further screening and an interview. Award will be made to the firm whose candidate offers the combination of qualifications, experience and cost offering the best overall value to the CTA.
Ca nd idates presented by each firm may be screened by CTA's Human Resource Assessment & Selection Department ( o r des ign ee) and the designated hiring manager based upon the requirements of the assignment. If the CT Human Resource Assessment & Selection Department or designated hiring manager find that the candidate(s) selected for interviews/screening are not desireable, CTA reserves the right to select the next qualified candidate(s) for the interview/screening process.
ATTACHMENT A
SCOPE OF WORK
FOR
TEMPORARY
FILING CLERK - TASK ORDER NO. 21
POSITION SUMMARY
Filing Clerk
SCOPE OF SERVICES:
Technology Engineering requires a temporary, full-time Filing Clerk. The Filing Clerk will be able to handle sensitive information. A large volume of administrative filing must be kept up for the department. Under general supervision, maintains general and special filing systems and provides a variety of clerical support to Technology Engineering Teams.
DELIVERABLES:
- The FTT Filing Clerk will report to work Monday through Friday at 567 W. Lake Street, Chicago, IL 0800 and 1630.
- Telework may be required but is not expected.
- Daily hours may be extended due to short turn around requirements
- If hours are extended, the work week will be adjusted
- Hours will not exceed 40 per week
- Organize and file Technology Engineering Records for fast and easy retrieval
- Check incoming paperwork (drawings, bills, correspondence etc.) and make a file copy before distributing
- Sorts all papers alphabetically and according to content, dates, location etc.
- Create or update records with new files and information, including indexes
- Store all paperwork in designated places securing the important documents
- Enter paperwork into an electronic system either by data entry or by using optical scanners
- Makes backups of electronically filed information
- Deals with all requests to access files and keep logs of borrowed/checked out papers
- Develop an efficient filing system to make updating and retrieving files easier
- Follow policies and confidentiality dictations for handling and safeguarding data and information e.g. SSI, PII, HIP
- Monitor inventory of files, paper clips etc. and report shortages
- Occasionally lifts and delivers light packages.
- Distributes files to offsite storage as required
- Provide support to team members as needed
- Work with internal resources to verify data as questions arise.
- Develop and execute quality control measures.
- Other duties as assigned
INTENDED OUTCOME: The work and deliverables of the Filing Clerk will result in a large volume of complementary administrative filing must be kept up including timesheets, attendance, adherence to safety protocols, inspections, billing, contracts, training completion and more.
CANDIDATE REQUIRED EXPERIENCE AND SKILL: - Proven experience in the role as file clerk managing electronic and paper-based filing systems
- Excellent MS Office proficiency and expertise using office equipment such as photocopier, scanner etc.
- Good command of English both oral and written
- Dependable with respect to punctuality, confidentiality and following policies
- A sense of urgency with their work and respect deadlines.
- Experience showing, they can produce error-free work in a high-pressure, time-sensitive environment.
- Their history will show that they can communicate professionally with all levels within an organization and that they receive feedback well and can incorporate that feedback into a finished product.
- Excellent organizational skills
- Great attention to detail
- High school degree or equivalent
LOCATION OF WORK: The activities described in this proposal will predominately occur at 567 W. Lake Street but may involve work at other CTA locations. In this role, the Filing Clerk will not be exposed to safety-sensitive work areas.