Administrative Assistant (Administrative Assistant II Opt SS)
Chicago, IL, US, 60607-3800
Agency: Department of Human Services
Posting ID: 10-12-22435
Opening Date: 01/18/2023
Closing Date/Time: 01/31/2023
Salary: Anticipated Salary: $4,800 - $5,800 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 Office of the Assistant Secretary of Programs is seeking to hire an independent, highly organized, and detail-oriented staff assistant for the Assistant Secretary’s Office in Chicago. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Office. 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 staff assistant for the Assistant Secretary and/or designee, performing a variety of staff assignments some of which may be of a sensitive or controversial nature.
2. Serves as liaison with program and administrative staff of the Office, Divisions, and Bureaus.
3. Communicates, coordinates, and maintains the Assistant Secretary’s schedule, incoming mail/correspondence, assignments, meetings and travel arrangements, agendas, and compilation of supporting documentation utilizing Microsoft Office Outlook, Word, and Excel.
4. Greets visitors, receives and handles confidential incoming calls from agency staff, legislators, customers and public and researches issues and responds, some of which are sensitive and controversial in nature.
5. Attends various internal and external meetings/conferences.
6. Translates functions/procedures into Spanish for individuals who cannot speak or read English, in contacts with the general public, advocacy groups, customers and community organizations.
7. Develops and coordinates procedures for reviewing, processing, and responding to requests involving the Office, printing, mail control and other special requests.
8. 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.
3. Requires ability to speak, read and write Spanish at a colloquial skill level.
Preferred Qualifications (in priority order)
1. Advanced proficiency in Microsoft Office Suite, including developing Power Point presentations.
2. Two (2) years of professional experience meeting deadlines with strong attention to detail while multitasking multiple projects.
3. Two (2) years of professional experience managing projects for a public or private organization.
4. One (1) year of professional experience conducting special projects which include evaluating existing and proposed programs, policies, and procedures for a public or private organization.
5. One (1) year of professional experience assisting in the planning, development, and installation of programs, policies, and procedures for a public or private organization.
6. 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.
7. Two (2) years of professional experience researching and developing correspondence to internal and/or external individuals.
8. Two (2) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
9. Two (2) years of professional experience working in an environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
Conditions of Employment
1. Requires ability to travel.
Work Hours: Mon - Fri, 8:30am - 5:00pm
Work Location: 401 S Clinton St Chicago, IL 60607-3800
Assistant Secretary’s Office
Administration
Agency Contact: DHS.HiringUnit@Illinois.gov
Job Family: Clerical and Administrative Support; 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.
As a State of Illinois Employee, you will receive a robust benefit package that includes the following:
- A Pension Program
- Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
- 3 Paid Personal Business Days annually
- 12 Paid Sick Days annually (Sick days carry over from year to year)
- 13 Paid Holidays annually, 14 on even numbered years
- Flexible Work Schedules (when available dependent upon position)
- 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
- 10 Weeks Paid Maternity/Paternity Leave
- Deferred Compensation Program - A supplemental retirement plan
- Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
- 5% Salary Differential for Bilingual Positions
- Commuter Savings Program (Chicago only)
For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
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