Executive Assistant

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

Under general direction of the Associate Director of the Office of Policy & Program Integrity, serves as Executive Assistant to the Associate Director. Performs a variety of special and sensitive functions relating to the overall coordination of office activities, programs, policies, procedures and daily operations. Reviews policy issues for appropriateness and validity and recommends course of action to Associate Director. Provides major administrative input into planning for future initiatives and direction for operation. Plans, develops and directs special programs as determined by the Associate Director. Serves as administrative liaison with full range of authority between Associate Director and administrative staff.

Essential Functions

• Serves as the confidential Executive Assistant to the Associate Director of Policy & Program Integrity.
• Serves as a member of the Associate Director's executive team.
• Serves as a representative of the Associate Director on Department-wide projects and work teams to conceive, develop and implement procedures and practices to promote an improved and integrated network of services to persons served by the Department's programs.
• Monitors overtime spending plans for the Office of Policy and Program Integrity and provides oversight of resources used to maintain and improve the quality of services and service delivery systems.
• Advises the Associate Director, through written reports, statistical analysis and through oral presentations, on the status of issues that impact operations.
• Serves as liaison between the Associate Director and members of the general-public, customers, and other state agencies.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.
• Requires prior experience equivalent to three (3) years of progressively responsible administrative experience working as a professional confidential assistant for a public or business organization.

Preferred Qualifications

• Three (3) years of professional experience developing, implementing and interpreting departmental policies and procedures dealing with public assistance programs.     
• Three (3) years of professional experience managing complex special projects for a public or private organization which include monitoring project progress and meeting multifaceted special project deadlines.
• Two (2) years of professional experience performing liaison work as a representative of an administrator, of a large public or private organization, to discuss and/or interpret programs and procedures for the general-public and/or other internal/external entities.
• Two (2) years of professional experience in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
• Two (2) years of professional experience developing written reports, statistical analysis and oral presentations to provide program operation and project status updates to an administrative official.

Conditions of Employment

• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with the Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.

*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Human Services uplifts individuals and communities across Illinois.  Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives.  Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois.  Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.