Job Description

Administrative Assistant I

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome.

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application. Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant's wage or salary history. Employment decisions are not made based on an applicant's wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Position Overview: The Department of Human Services is seeking to hire an Administrative Assistant I for the Bureau of Expenditure Accounting located in Springfield, Illinois. Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief. Serves as staff assistant handling special projects. Implements and monitors office policies and work relative to efficiency and productivity. Acts as a correspondence control manager. Develops and maintains complex databases to track and analyze incoming and completed assignments to ensure timely and accurate response from the Bureau. Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment.

Essential Functions: Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief. Acts as a correspondence control manager. Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment. Coordinates all personnel transactions for the Bureau of Expenditure Accounting which contain administrative, personnel, and labor relations information including grievance and discipline. Coordinates schedule for Bureau Chief, including meeting arrangements, agendas, and compilation of support documents. Order supplies and serves as property control coordinator for the Bureau of Expenditure Accounting. Performs other duties as assigned or required 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 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 administrative support working with office practices, procedures and programs in a public or private business organization. Three (3) years of experience in software application such as, Microsoft Office Suite, Word, Outlook, Excel and PowerPoint in the preparation of reports, developing databases, files, logs, etc. Two (2) years of professional experience managing projects, multiparty calendar, multiple inboxes, organizing appointments, and scheduling meetings for a public or private organization. Two (2) years of professional experience efficiently tracking status and completion of assignments across the office to ensure those tasks are fully completed within designated timeframes. Two (2) years professional experience working in public or private organization maintaining confidentiality and handling sensitive information with professionalism.

Work Hours: Mon.-Fri., 8:00am-4:30pm, 1 hour unpaid lunch

Headquarter Location: 100 S Grand Ave E, Springfield, Illinois, 62762 Office of Fiscal Services (20103) Bureau of Expenditure Accounting Springfield/Sangamon County

Work County: Sangamon

Agency Contact: DHS.HiringUnit@illinois.gov

Posting Group: Office & Administrative Support; Social Services

About the Agency: The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being of everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.

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