ADMINISTRATIVE ASSISTANT I

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety.  With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform as a confidential staff assistant to the Program Manager of the Nursing Home Identified Offenders Program which serves to protect the lives and safety of residents in long-term care facilities as required by statute. Acts in an extremely confidential capacity in implementing this State legislation and regulatory action. Handles sensitive and confidential documentation for identified offenders residing in Illinois L TC facilities, including criminal history analysis, risk determination analysis and security recommendation to the facility responsible for housing the resident. Coordinates the mandated reporting of felons residing in facilities and assists in statutory interpretation for the program. Evaluates the program based on coordinated response time of all agencies involved and recommends changes or improvements to the Program Manager. Assists with preparation and monitoring of budget and spending plan. Coordinates fiscal operations of the Program. Establishes and maintains good working relationships with facility administrators, police jurisdictions, vendors, other IDPH divisions, state agencies and public and private external organizations.

Job Responsibilities

1. Coordinates fiscal operations of the Program

2. Receives and maintains Approved License Actions (ALA) documents

3. As confidential staff assistant, participates in the planning, development and execution of operating procedures for the Identified Offenders Program and performs a variety of staff assignments, most of which are confidential in nature, including preparation of reports and maintenance of administrative records.

4. Assists in maintaining the database for the IDPH Identified Offender Program.

5. Completes onboarding documents for new staff and interns.

6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.

2. Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

Preferred Qualifications

1. One year experience in word processing and spreadsheet applications (i.e., Word, Excel, PowerPoint).

2. One year experience with One Drive.

3. One year experience with SharePoint.

4. One year of accounting experience.

5. One year experience preparing reports and documents.