Administrative Assistant I

Agency : Department of Human Services Opening Date: 11/28/23 Closing Date/Time: 12/11/2023 Salary: Anticipated Salary: $4,928 - $7,243 per month ($59,136 - $86,916 per year) Job Type: Salaried 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.
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Posting Identification Number 10-32-32426 Position Overview The Division of Early Childhood is seeking to hire a self-motivator who is organized, detailed oriented, and works well with others.
Under general direction of the Bureau Administrator will perform a variety of important and confidential functions such as coordinating with other bureaus or division staff regarding the development, analysis of progress results, and design and implementation of new and/or revised policy, procedures, and methods of operation; assisting with completing necessary steps associated with the bureau’s timekeeping; gathering information and independently performs special projects and studies, which are complex and sensitive in nature by using Microsoft Office Suite; analyzing and interpreting data to develop and prepares special statistical and/or written reports; generating PowerPoint presentation(s) and/or written briefings; and assisting the Bureau Administrator in reviewing internal functions and procedures for effectiveness and efficiency.
Job Responsibilities Performs a variety of important staff functions, assisting in the administrative activities of the Administrative Supports Bureau within the Division of Early Childhood.
Researches, gathers information, and independently performs special projects and studies for the Bureau Administrator, some of which are complex and sensitive in nature, using Microsoft Office Suite.
Assists in reviewing internal functions, systems, policies, and procedures for effectiveness and efficiency.
Enters assignments in a formal tracking system to ensure completion within designated time frames.
Handles highly sensitive, confidential, and/or complex materials, and tasks regarding personnel.
Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications Requires knowledge, skills, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
Requires one (1) year of professional experience in a public or private organization, OR completion of an agency-approved professional management training program.
Preferred Qualifications Three (3) years of experience providing professional administrative/clerical and/or office support, including interpreting programs, services, and procedures for the general-public and/or other internal/external entities.
Three (3) years of experience providing administrative leaders office support, organizing email inbox, editing documents, maintaining electronic filing systems, proofing/editing official documents for internal or external review, and responding to inquiries via phone and email.
Three (3) years of professional experience researching issues and concerns and preparing meeting summaries and reports and recommendations for policy and/or procedural changes.
Two (2) years of professional experience managing the scheduling calendar, and travel itinerary of a complex organization and/or administrative leader with multiple direct reports.
Two (2) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, clear, concise, grammatically correct, and completed within designated time frames.
One (1) year of experience using Adobe Acrobat Pro DC to create, edit, convert files, combine, export, organize, fill, and sign, comment, protect and digitally sign documents with permissions.
Conditions of Employment Requires ability to work outside of normal business hours to meet deadlines.
Requires basic proficiency in Microsoft Office software, including SharePoint, PowerPoint, Visio, Project, Teams, Outlook, Word, and Excel.
*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
Work Hours: 8:30am - 5:00pm Monday-Friday Data Client Unit Work Location: 100 South Grand Ave E Springfield, IL 62762 Administrative Supports Early Childhood Agency Contact: DHS.
HiringUnit@illinois.
gov Job Family: 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) 10-25 Days of Paid Vacation time annually - (10 days in year one of employment) * Personal, Sick, & Vacation rates modified for 12-hour 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 Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP) Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility 5% Salary Differential for Bilingual Positions Commuter Savings Program (Chicago only) For more information about our benefits please follow this link: https://www2.
illinois.
gov/cms/benefits/Pages/default.
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