Staff Assistant to the CIO (AA I)

Agency : Department of Innovation and Technology / CMS Closing Date/Time: 12/14/2023 Salary: $4,928 - $7,243 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.
All applicants who want to be considered for this position MUST apply electronically through the illinois.
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State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 33520 Position Overview Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem-solving environment.
This position serves as the Staff Assistant to the Chief Information Officer (CIO) supporting Central Management Services (DoIT/CMS).
In this role you will perform a variety of administrative duties and special projects which may be of a confidential or complex nature.
In addition, you will maintain and organize a variety of complex records relating to the tasks and activities of a standardized system development methodology and draft and prepare correspondence to management staff, their liaisons, and other agency staff relative to the handling of specific mail items or mail control procedures.
Apply today to join the DoIT team! Job Responsibilities 25% Under general direction, serves as the Staff Assistant to the Chief Information Officer (CIO) of the Department of Innovation & Technology, supporting Central Management Services (DoIT/CMS): Performs a variety of administrative duties and special projects which may be of a confidential or complex nature.
Assists the CIO by conferring with management personnel regarding organization and assignments of Information Technology (IT) project management workloads and work assignments relating to existing operations within the department.
Identifies alternative work assignments or methodologies to accomplish desired objectives.
Recommends revisions of existing policies and procedures or alternative work assignments.
Confers with management personnel relative to establishing priorities.
Assists with establishing desired guidelines in conjunction with the Department Personnel Office and monitors the progress of such requests.
Prepares and processes hiring and other personnel documentation.
Utilizes Word, Excel, and PowerPoint in the performance of duties.
25% As Staff Assistant to the CIO, composes complex letters, reports, plans, memorandums, etc.
, ensuring accuracy and confidentiality: Supports CIO by developing and managing documentation and workflows associated with department staffing positions including liaison with DoIT HR, form CMS-104 processing, onboarding, and offboarding.
Maintains and organizes a variety of complex records relating to the tasks and activities of a standardized system development methodology.
Determines appropriate management personnel to coordinate specific information.
Advises appropriate management of changes, additions, deletions, or revisions to records.
Provides information and assistance in person and by phone to representatives of other agencies, clients, the general public, and others.
Answers phone, takes messages, transfers calls to appropriate parties and provides directions to locations or offices (as necessary).
Fulfills requests for nontechnical information, including department rules and regulations.
(Job Responsibilities Continued) 20% Processes invoices, office supply and/or equipment orders, and other related procurement documents on behalf of the Department: Works with procurement teams to develop and process purchase requests for various ongoing projects and track their progress.
Authorizes and approves the purchase of supplies and/or equipment, as necessary, by affixing the CIO’s signature to documents.
Prepares accounting spreadsheets, tracks department expenditures, and advises the CIO of balances, projections, payroll etc.
Reviews documents to ensure accuracy, completion and that all guidelines are followed.
15% Drafts and prepares correspondence of non-technical nature to management staff, their liaisons, and other agency staff relative to the handling of specific mail items or mail control procedures: Assists in handling inquiries received from agency staff and vendors.
Researches and files policies and contracts.
Prepares written documents and answers phone inquiries.
Tracks responses and gathers material related to specific requests.
10% Works directly with Department of Innovation & Technology (DoIT) regarding all aspects of consolidated and shared IT services: Under direction of the CIO, receives, reviews, and submits change and/or work requests to DoIT.
Follows up and tracks all CIO executed Incident “Escalation” tickets.
5% Performs other duties as required or assigned which are reasonably within the scope of 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 one (1) year of professional experience in a public or private organization, or completion of an agency approved professional management training program.
Preferred Qualifications (In Order of Significance) One (1) year of professional administrative experience.
One (1) year of experience drafting and preparing professional correspondence, reports, and documents.
One (1) year of professional experience with Office 365, including Word, Excel, or PowerPoint.
Ability to analyze and diagnose administrative issues and coordinate efforts to resolve them.
Developed verbal and written communication skills to present information to others with clarity and precision.
Ability to maintain satisfactory working relationships with others.
Conditions of Employment NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.
Requires ability to travel.
Requires ability to pass a position specific, agency-required background check.
Requires ability to work outside of normal business hours to meet deadlines.
Requires ability to use agency-supplied equipment (cell phone, laptop, etc.
).
Requires ability to lift and carry objects weighing up to 10 pounds.
This is considered light work as defined by the U.
S.
Department of Labor (20 CFR 404.
1567(b)).
Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
The conditions of employment listed are incorporated and/or related to any duties included in the position description.
Work Hours: M - F / 8:30am - 5:00pm Work Location: 313 S 6th St Springfield, IL 62701-1805 Agency Contact: Arlene Herron / Email: arlene.
herron@illinois.
gov Job Family: Office & Administrative Support This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
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