Administrative Assistant II
Administrative Assistant II
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$ 6005 - 8678
1 Vacancy
Job Description
Job Requisition ID:45027
Opening Date:March 12 2025
Closing Date/Time:03/25/2025
Agency:Department of Human Services
Class Title:ADMINISTRATIVE ASSISTANT II 00502
Skill Option:None
Bilingual Option:None
Salary:Anticipated Salary $6005$8678/month $72060$104136/year)
Job Type:Salaried
Category:Full Time
County:Sangamon
Number of Vacancies:1
Plan/BU:RC028
This position is a union position; therefore provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this positionMUSTapply electronically through theillinois.jobs2webwebsite. State of Illinois employees should click the link near the top left to apply through theSuccessFactorsemployee career portal.
While not requireda Resume/Curriculum Vitae (CV) is recommended. When applicable titles that require specific coursework professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of yourapplication. Failure to upload requested transcripts license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.
Applications submitted via email or any paper manner (mail fax hand delivery) will not be considered.
Posting Identification Number 45027
Why Work for Illinois
Working with the State of Illinois is a testament to the values of compassion equity and dedication that define our state. Whether youre helping to improve schools protect our natural resources or support families in need youre part of something biggersomething that touches the lives of every person who calls Illinois home.
No matter what state career youre looking for we offer jobs that fit your life and your scheduleflexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our toptier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
Under the administrative direction of the Bureau Chief serves as an administrative staff assistant. Performs independent and responsible duties including special projects that can be of a confidential sensitive or controversial nature regarding Division of Family and Community Services (FCS) programs; gathers information and prepares correspondence in response to internal and external inquiries; followsup with bureau staff to ensure timely and accurate responses and completion of assignments/special projects and prepares ongoing updates with Bureau Chief approval; generates reviews and makes recommended changes to policies and procedures for bureau and/or FCS for Bureau Chiefs approval; prepares issue papers; develops and maintain various specialized Excel spreadsheets and tables; facilitates and coordinates the review resolution and approval of FCS Intergovernmental Agreements (IGAs) and Data Sharing Agreements (DSAs); assists SharePoint Unit in monitoring of shared mailbox responding to requests for access and maintenance of SharePoint site including Group Tracker Library Hub and Site permissions; coordinates schedule for bureau chief; schedules FCS webbased trainings events and disseminates notice and related material; arranges travel plans/prepares vouchers for bureau staff; receives and reviews monthly telecom invoices for accuracy and makes recommendation to Bureau Chief for approval; and monitors confidential bureaurelated personnel activities for bureau chief.
Essential Functions
Serves as an administrative assistant to the Bureau Chief.
Assists the Bureau Chief in the overall planning development and administration of daily operational activities and workflow of the office.
Facilitates and coordinates the review of FCS Intergovernmental Agreements (IGAs) and Data Sharing Agreements (DSAs) among DHS Budget office Office of Legal Counsel FCS Director and AssociateDirectors Department of Innovation & Technology/Management Information Systems (DoIT/MIS) and other department(s) and/or universities to ensure timely and accurate of agreement(s).
Coordinates schedules for Bureau staff.
Reviews monthly telecom invoices for Bureau to determine whether the invoice amounts and charges are accurate for bureau chief approval.
Monitors confidential bureaurelated personnel activities.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
Requires knowledge skill and mental development equivalent to completion of four 4 years of college preferably with courses in public or business administration.
Requires two 2 years of professional experience in a public or private organization.
Preferred Qualifications
Two 2 years of professional experience storing organizing sharing and accessing information on SharePoint.
Three 3 years of professional work experience efficiently assigning and tracking the status of assignments within a private or public organization to ensure they are completed in a thorough grammatically correct and accurate manner and filed electronically.
Three 3 years of professional work experience coordinating multiple projects for a public or private organization including the development of complex written and/or statistical reports instructions and PowerPoint slide decks while ensuring attention to detail symmetry of format and accuracy.
Three 3 years of professional work experience communicating effectively (written and orally) with various internal and/or external stakeholders and across multiple forms of media in a clear concise and professional manner that aligns with the public or private organizations policies and procedures.
Three 3 years of professional work experience managing complex project management and other administrative support and activities for executive management in a public or private business organization.
Two 2 years of professional work experience designing developing implementing and maintaining multifaceted tracking systems and/or databases to ensure adherence to deadlines.
Conditions of Employment
Requires basic proficiency in Microsoft Office Applications (Word Excel Access PowerPoint).
*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.
Work Hours: MondayFriday 8:30am5pm; 1hour unpaid lunch.
Work Location: 815 E Monroe St Springfield Illinois 62701
Division of Family and Community Services
Office of Program Support and Program Evaluation
Bureau of Planning and Evaluation
Springfield/Sangamon County
Posting Group: Office & Administrative Support; Social Services
About the Agency:The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services supports programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity Equity Community Urgency Transparency and Kindness.
As a State of Illinois Employee you will receive a robust benefit package that includes the following:
A Pension Program
Competitive Group Insurance Benefits including Health Life Dental and Vision Insurance
3 Paid Personal Business Days annually
12 Paid Sick Days annually (Sick days carry over from year to year)
1025 Days of Paid Vacation time annually 10 days in year one of employment)
Personal Sick & Vacation rates modified for 12hour & parttime work schedules (as applicable)
13 Paid Holidays annually 14 on even numbered years
Flexible Work Schedules (when available dependent upon position)
12 Weeks Paid Parental Leave
Deferred Compensation Program A supplemental retirement plan
Optional PreTax Programs such as Medical Care Assistance Plan (MCAP) Dependent Care Assistance Plan (DCAP)
Federal Public Service Loan Forgiveness Program eligibility
GI BillTraining/Apprenticeship Benefits eligibility for qualifying Veterans
5 Salary Differential for Bilingual Positions
Commuter Savings Program (Chicago only)
For more information about our benefits please follow this link:https://www2.illinois/cms/benefits/Pages/default.aspx
APPLICATION INSTRUCTIONS
Use the Apply button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees a link is available at the top left of theIllinois.jobs2web homepage in the blue ribbon.
NonState employees should log in on the using the View Profile link in the top right of theIllinois.jobs2web homepage in the blue ribbon. If you have never before signed in you will be prompted to create an account.
If you have questions about how to apply please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
NonState employees: on Illinois.jobs2web click Application Procedures in the footer of every page of the website.
State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.
The main form of communication will be through email. Please check your junk mail spam or other folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
Employment Type
Full-Time
