ADMINISTRATIVE SUPPORT

POSITION:Administrative Support (Program Specialist #1663) INVENTORY#:1663 LOCATION:Springfield or Chicago UNION:AFSCME DEPARTMENT:Multilingual/Language Development ANTICIPATED STARTING SALARY RANGE:$33,000 - $35,000 FULL SALARY RANGE:$33,000 - $58,000 OFFICE HOURS:Monday – Friday 8:00 a.
m.
– 5:00 p.
m.
POSTED DATE:April 21, 2023 CLOSING DATE:Open Until Filled Reporting to the Director, provides clerical support to the Director and staff responsible for the administration of the department.
Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of agency and departmental policies and procedures.
DUTIES AND RESPONSIBILITIES: Provides clerical support to the department by finalizing a variety of correspondence, reports, and presentations; organizing and maintaining files; responding to inquiries requiring general knowledge of program operations; assisting with conference planning; scheduling appointments; making travel and meeting arrangements and preparing expense claims; maintaining confidentiality for information related to the department.
Provides administrative support to the Illinois Advisory Council on Bilingual Education.
Responds to council phone calls and emails and responds to general inquiries regarding the council.
Tracks all correspondence and council member appointments.
Types a variety of correspondence, reports, and other information from draft copy and independently composes routine correspondence.
Transcribes minutes.
Prepares itineraries and travel worksheets.
Enters council travel expenses in Management Information Database Accounting System (MIDAS).
Prepares materials and folders for meetings.
Runs the soundboard for microphones at meetings.
Coordinates logistics, including making meeting arrangements and preparing expense claims for food and beverages.
Maintains all files, correspondence, current appointment list.
Maintains and completes MIDAS functions for the Director.
Responsible for ordering, securing and distributing supplies for department staff.
Serves as department timekeeper, maintaining and completing department attendance in timekeeping system.
Provides technical support to contractors and grantees including accessing database systems, ensuring complete documentation, answering basic technical assistance questions, screening submissions and reports for completeness, and serving as a point of contact.
Maintains the system to dispose of records within the department, including overall filing locations within the department and assisting staff in the transfer of records to the warehouse.
In coordination with the Agency's records management coordinator, serves as department liaison for records management.
Performs other duties as assigned.
REQUIRED QUALIFICATIONS: High school diploma or equivalent.
Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, filing, and/or computer work or other specialized training.
Extensive knowledge of office practices and procedures.
Proficiency in Microsoft Word.
Working knowledge of grammar, spelling and punctuation.
Excellent telephone and communication skills.
Excellent organizational skills.
Ability to work independently and as part of a team.
Ability to type 45 WPM.
PREFERRED QUALIFICATIONS: Some college or technical training.
Experience with budgets.
Proficient in a language other than standard English.
Fluent in Spanish, Knowledge of bilingual education, English as a second language, world language, education policy, public policy, or applied linguistic.
ISBE provides equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics.
We actively foster a culture of inclusion and encourage individuals of all backgrounds to apply.
Illinois has an urgent and collective responsibility to achieve educational equity by ensuring that all policies, programs, and practices affirm the strengths that each and every child brings within their diverse backgrounds and life experiences, and by delivering the comprehensive supports, programs, and educational opportunities they need to succeed.