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Office Manager

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:  Dec 18, 2024
Location: 

Chicago, IL, US, 60646

Job Requisition ID:  43185

Job Requisition ID: 43185 

Opening Date: December 19, 2024
Closing Date/Time: 01/03/2025
Agency: Department of Human Services
Class Title: EXECUTIVE I - 13851 
Skill Option: None 
Bilingual Option: None 
Salary: Anticipated Salary $5,703-$8,170/month ($68,436-$98,040/year)
Job Type: Salaried
Category: Full Time 
County: Cook
Number of Vacancies: 1
Plan/BU: RC062

 

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 ineligibility. 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 43185

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

The Division of Family & Community Services is seeking to hire an energetic and detail-oriented office manager to oversee the office support operations of the Cook County Region 1 North Local Office in Northside.  The position organizes, plans, executes, controls and evaluates the activities of staff engaged in maintaining central files, operating the office switchboard, client transactions processing, office maintenance, petty cash, building security and grounds keeping; monitors local office budget for equipment, commodities, supplies, travel and other administrative costs; and authorizes expenditures.  Through our programs, services and prevention efforts, the Division improves the health and well-being of individuals and promotes self-sufficiency and integrity of families of Illinois.

Essential Functions

  • Serves as office manager of a local Family and Community Services (FCS) office.

  • Serves as a working supervisor.

  • Utilizing Microsoft Office Suite, including Excel, reviews non-programmatic expenditures for the office.

  • Manages the physical operations of the office to ensure that office equipment and physical plant operates efficiently and safely.

  • Meets and confers with program staff in the local office to discuss production and resolves operational problems.

  • Initiates or approves recommendations for personnel actions such as requisitions for personnel replacements, requests for the establishment or abolishment of positions.

  • Performs other duties as required or assigned 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 coursework in business or public administration.

  • Requires one (1) year of responsible administrative experience in a public or business organization, OR completion of an agency approved professional management training program.

Preferred Qualifications

  • Three (3) years of professional experience utilizing principles and practices of public and business administration.

  • Two (2) years of professional experience in office management for a public or private organization.

  • Two (2) years of professional experience managing the physical operations of an office of a public or private organization.

  • Two (2) years of professional experience in a public assistance eligibility system such as Integrated Eligibility Systems (IES).

  • One (1) year of professional experience thinking independently with strong organizational, interpersonal, problem solving, and leadership skills.

  • One (1) year of professional supervisory experience assigning work, providing guidance to subordinates, training staff, approving time off, and preparing and signing performance evaluations.

Conditions of Employment

  • Requires basic proficiency in Microsoft Office Suite, including Excel.

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

Work Hours: Monday-Friday, 8:30am-5pm; 1-hour unpaid lunch
Work Location: 6200 N Hiawatha Ave Chicago, IL 60646-4309  

Family and Community Services

Region 1 North

Office Services

Northside Office/Cook County

Agency Contact: DHS.HiringUnit@illinois.gov

Posting Group: Leadership & Management; 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)

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

    • Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)

  • 13 Paid Holidays annually, 14 on even numbered years

  • Flexible Work Schedules (when available dependent upon position)

  • 12 Weeks Paid Parental Leave

  • Deferred Compensation Program - A supplemental retirement plan

  • Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)

  • Federal Public Service Loan Forgiveness Program eligibility

  • GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans

  • 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.

State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.

 

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


Nearest Major Market: Chicago

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