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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:  Sep 22, 2022
Location: 

Chicago, IL, US, 60661

Job Requisition ID:  18939

Agency:  Department on Aging 
Closing Date/Time:  10/07/2022 
Salary:  $60,000 - $80,400 Annually 
Job Type:  Salaried Full Time 
County:  Cook 
Number of Vacancies:  1 
Plan/BU:  Confidential Exclusion 028 

 

****************A RESUME IS REQUIRED FOR THIS JOB POSTING****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

Position Overview

The Illinois Department on Aging is seeking a motivated self-starter, who will function as staff assistant to the Executive Staff. Acts as liaison to the Executive Staff with Division/Bureaus/Sections of the Department and with other administrative/management entities and employees in the agency, to include collaboration regarding
special projects, research, reports, and arranging internal and external events. Serves as the office manager of the Chicago office, which has 20 employees. The position is located in a beautiful office space in the West Loop. IDoA has over 150 employees and a $1.6 billion budget.

Job Responsibilities

  1. Reports to the Chief of Staff and functions as staff assistant to the Executive Staff for the Department on Aging and manages Chicago office.
  2. Independently monitors and answers communications received and sent by the Executive Staff while maintaining confidentiality due to the sensitive and controversial issues.
  3. Coordinates daily work schedule of the Executive Staff and advises of significant problems to address and make recommendations to resolve as appropriate.
  4. Confers with and acts as liaison with other government office representatives, businesses, and the public in meeting activities and other agency functions using methods and procedures specifically associated with the Executive Office.
  5. Conducts special projects and studies for the Executive Staff by gathering data, coordinating, monitoring, and completing assigned projects, including undertaking of new endeavors, working through solutions, analyzing and interpreting data and special reports.
  6. Advises staff regarding compliance with established procedures of the agency, i.e., personnel rules, travel, policy and procedures, and other agency rules and procedures.
  7. Participates and assists with staff in the analysis of existing policies, operating guidelines, and correspondence in order to make recommendations leading to improved workflow and greater general administrative efficiency.
  8. 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 two years of professional experience in a public or private organization.

Preferred Qualifications

  1. Prefers 2 years of experience detailing ability and experience using Microsoft Office Products.
  2. Prefers 2 years of experience demonstrating succinct written and verbal communication skills.

Conditions of Employment

  • Requires the ability to pass a criminal background check.

Work Hours:  8:30am - 5:00pm Monday-Friday 
Work Location: 555 W. Monroe St. 15th Floor, Chicago, IL 60661 
Agency Contact:  Leah.Barrington@Illinois.gov 
Job Family: Clerical and Administrative Support; Administration/Management; Social Services 

 

Respect yesterday, support today, and plan for tomorrow’s Illinois seniors. Employment at the Illinois
Department on Aging promotes quality and culturally appropriate programs and partnerships that
encourage independence, dignity, and quality of life.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com


Nearest Major Market: Chicago