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ADMINISTRATIVE ASSISTANT II

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

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  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.

Disclosure of Salary Information

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.

Date:  Jun 9, 2021
Location: 

Chicago, IL, US, 60602-3134

Job Requisition ID:  4144

Agency:  Department of Public Health  
Office: Director's Office/Chicago

Division: Performance Management

Posting ID: 01-21-0219

Posted: 06/09/21-06/22/21
Salary:  $4831-$7244/Monthly 
Job Type:  Salaried Full Time 
County:  Cook 
Number of Vacancies:  1 
Plan/BU:  RC028 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency listed below.

 

Posting Identification #

 01-21-0219

Job Responsibilities

Subject to the administrative direction of the Deputy Director of Office of Performance Management for Illinois Department of Public Health, serves as staff assistant; performs a full range of highly responsible, sensitive and controversial administrative functions in support of the overall management of the agency; functions in a liaison capacity with various office and department staff on matters relating to the Performance Management’s Office; participates in policy development and implements policy.

  1. Implements department policy, rules and regulations and general managerial practices on behalf of the Performance Management Deputy Director; develops sensitive, confidential and controversial department policy statements for the Deputy Director; promotes staff awareness of current department policies and procedures; promotes open communications among all the divisions. Investigates controversial issues; reports findings to the Deputy Director; as an active participant in strategic planning, grant management and performance management; integrates plans and projections for programs with those of all other affected Offices/Divisions involved; actively participates on the strategic planning committee, Performance and Quality Improvement Committee, continuous improvement committees, and other meetings with Offices/Divisions; schedules meeting and makes recommendations to the Deputy Director for the scheduling of meetings and the evaluation of their success; defines performance measures and works with OPM staff to assure measures are met.
  2. Analyzes components and performs research for the preparation of the office operations; gathers, organizes, analyzes and presents data/reports to the Deputy Director; makes recommendations for operational improvements and streamlining; develops charts and presentations on organizational performance.
  3. Represents the Deputy Director at meetings, establishes and sustains effective relationships with members and officers of other departments, outside organizations, boards and commissions, members of other public jurisdictions, etc.; attends and participates in Office staff meetings; advocates the Deputy Director’s position on issues.
  4. Responds to and composes responses to correspondence for the Deputy Director’s signature, and responds to sensitive and controversial correspondence, reports and telephone calls relating to various programs and personnel; initiates and prepares reports and correspondence in relation to special problem areas. Utilizes personal computer word processing and spreadsheet programs, including Word, Excel, DocuSign, SmartSheet, SharePoint, OneDrive, Visio and PowerPoint.
  5. Researches operational problems; suggests solutions for potential or pending operational problems; serves as timekeeping coordinator for the office.  Completes Office supply purchase and coordinates the annual inventory for the Office.
  6. Completes requests for IT equipment, software or program access or purchase, develops and updates a computerized monitoring and tracking systems.

Minimum Requirements

  • Requires knowledge, skill and mental development equivalent to completion of four (4) years of college.
  • Requires two years of professional experience in a public or private organization.
  • Prefers knowledge of word processing and spreadsheet software and email programs.
  • Excellent computer skills and work experience in Microsoft software products including Word, Excel, Powerpoint is preferred.  

Work Hours:  Monday - Friday 8:30AM - 5:00PM  
Work Location: 69 W Washington St Chicago, IL 60602-3134

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPERATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: DPH.HRApplications@illinois.gov

Include Posting ID #: 01-21-0219 and applicant's name in the subject line when applying

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

** DO NOT CLICK THE APPLY BUTTON**

You MUST send a paper application to the Agency listed above.