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Administrative Assistant (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 14, 2021
Location: 

Chicago, IL, US, 60607-3800

Job Requisition ID:  7052

Agency:  Department of Human Services 

Posting ID: 10-66-7052-30898

Opening Date: 09/15/21
Closing Date/Time:  09/28/2021 
Salary:  Anticipated Salary: $3,599 - $5,848 per month 
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), a copy of your transcripts or diploma for all degrees earned, and a copy of any applicable professional licensures to the MY DOCUMENTS section of your application. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) before any offer can be extended.  You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document in lieu of a Resume or CV.

Position Overview

The Division of Developmental Disabilities is seeking to hire an independent, highly organized, and detail- oriented staff assistant for the Director’s Office in Chicago. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Division. The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight in a timely manner.

Job Responsibilities

  1. Serves as Administrative Assistant for the Director of Developmental Disabilities, handing sensitive and confidential assignments in the overall administration of the Division utilizing Microsoft Word, PowerPoint, Excel and Access.
  2. Manages the coordination of meetings, webinars, and conferences for Office of the Director.
  3. Serves as liaison with program and administrative staff of the Division.
  4. Coordinates integration and flow of written and oral information and materials within the Office.
  5. Receives all confidential mail and calls, some of which are sensitive and controversial.
  6. Prepares a variety of special and routine reports/correspondence, and other material, some of which is confidential and/or controversial in nature as it relates to the Office responsibility.
  7. Serves as Property Control Liaison for the Division’s Northern Illinois offices.
  8. Serves as a backup timekeeper for the Director’s office.
  9. Develops and coordinates procedures for reviewing, processing and responding to requests involving the Office, printing, mail control and special requests.
  10. Performs other duties as assigned or required 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 (4) years of college, preferably with courses in public or business administration.
  2. Requires two (2) years of professional experience in public or private organization.

Preferred Qualifications (in Priority order)

  1. Two (2) years of professional experience effectively communicating with both internal and external officials, providers and/or the general public in oral and written form.
  2. Two (2) years of professional experience researching and developing correspondence to internal and/or external individuals.
  3. Two (2) years of professional experience meeting deadlines with strong attention to detail while multi- tasking multiple projects.
  4. Two (2) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
  5. Two (2) years of professional experience managing logistics, including registrations, for trainings, meetings and other large conferences, both in-person and online for a public or private organization.
  6. Two (2) years of professional experience conducting special projects which include evaluating existing and proposed programs, using Microsoft Word and other programs to demonstrate project policies and procedures for a public or private organization.
  7. Two (2) years of professional experience assisting in the planning, development, and installation of programs, policies, and procedures for a public or private organization.
  8. Two (2) years of professional experience handling confidential human resources matters and appropriate follow up for a public or private organization.

Conditions of Employment

  1. Requires the ability to travel.
  2. Advanced proficiency in Microsoft Office Suite, including Webex, Word, PowerPoint, Access, and Excel.

Work Hours:  Mon - Fri, 8:30am - 5:00pm 
Work Location: 401 S Clinton St Chicago, IL 60607-3800 

Division of Developmental Disabilities

Director's Office

Administration
Agency Contact:  Sarah.Raftis@illinois.gov 
Job Function: Clerical and Administrative Support; Health Services; Social Services 

 

About the Agency

The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.