Share this Job

Administrative Assistant (Administrative Assistant II Opt SS)

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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss 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:  Jan 17, 2023
Location: 

Chicago, IL, US, 60607-3800

Job Requisition ID:  22435

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