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Administrative Assistant I

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 18, 2023
Location: 

Chicago, IL, US, 60634-1417

Job Requisition ID:  21303

Agency :  Department of Human Services 

Opening Date:  01/19/2023
Closing Date/Time: 02/01/2023
 
Salary:   Anticipated Salary: $4,738 - $6,964 per month.  
Job Type:   Salaried Full Time  
County:   Cook  
Number of Vacancies:   1  
Plan/BU:   RC028  

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

 

While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in eligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

 

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number  10-76-21303

Position Overview

The Division of Mental Health is seeking to hire an Administrative Assistant to provide administrative support to the Residential Community Services Programs and Grant Funded Entities Administrator. This position serves as correspondence control manager for the Administrator; conducts research and compiles data to assist the Administrator in management control of Section operations including trends in overtime, personal movement, auditor general’s findings, internal audit findings, etc.; and develops and maintains on-going communication with public and private organizations or affiliations as well as other governmental agencies.

Job Responsibilities

  1. Serves as administrative assistant to the Residential Community Services Programs and Grant Funded Entities Administrator.
  2. Serves as correspondence control manager for the Administrator.
  3. Conducts research and compiles data to assist the Administrator in management control of Section operations including trends in overtime, personal movement, auditor general’s findings, internal audit findings, etc.
  4. Develops and maintains on-going communication with public and private organizations or affiliations as well as other governmental agencies.
  5. 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 one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

Preferred Qualifications

  1. Two (2) years of professional experience communicating effectively (written and orally) and coordinating day to day activities that lead to greater efficiencies and effectiveness within a division or bureau.
  2. Two (2) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, and completed with designated time frames.
  3. Two (2) years of professional experience developing and maintaining professional working relationships with staff, customers, vendors, and public.
  4. One (1) year of professional experience as a representative of an administrative leader to discuss and/or interpret programs, services, and procedures for the general-public and/or other internal/external entities.
  5. One (1) year of professional experience researching issues and concerns and preparation of reports and recommendations for policy and/or procedural changes.
  6. One (1) year of professional experience in Microsoft Office Suite, SharePoint, and Teams, including preparation of graphs, charts and/or maps

Conditions of Employment

  1. Requires ability to pass the IDHS background check.
  2. Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.
  3. Requires ability to meet all agency vaccine/health-related policies and guidance.

Work Hours:  Mon - Fri, 8:30am - 5:00pm  
Work Location: 4200 N Oak Park Ave Chicago, IL 60634-1417  

Division of Mental Health

Community Services Programs and Grant Funded Entities

Residential Programs
Agency Contact: DHS.HiringUnit@Illinois.gov

Job Family:  Clerical and Administrative Support  

 

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)
  • 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)

           * Personal, Sick, & Vacation rates modified for 12-hour Work Schedules (as applicable)

  • 13 Paid Holidays annually, 14 on even numbered years
  • Flexible Work Schedules (when available dependent upon position)
  • 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

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

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