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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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  May 4, 2021
Location: 

Glen Carbon, IL, US, 62034-2803

Job Requisition ID:  3035

Agency:  Department of Public Health  
Office: Health Care Regulations

Division: LTC Field Operations

Posting ID: 44-21-0240

Posted: 5/4/21-5/17/21
Salary:  $4361-$6444/monthly 
Job Type:  Salaried Full Time 
County:  Madison 
Number of Vacancies:  1 
Plan/BU:  RC028 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency listed below.

 

Posting Identification #

 44-21-0240

Job Responsibilities

Under general direction of the Regional Field Supervisor, serves as staff assistant; performs a variety of administrative functions necessary to the operation of the Division of the Long-Term Care, Field Operations. Actively participates in the administration of the Region’s programs and procedures; advises the Regional Field Supervisor on the feasibility and impact of proposed administrative procedures. Oversees the personnel process for the Edwardsville region; coordinates the development and processing of all personnel transaction forms and maintains the personnel database for the Regional Office. Independently responds to inquiries regarding the assigned programs; handles incoming daily mail and calls for the Regional Field Supervisor. Track all survey activities to ensure surveys are timely entered and exited.

  1. Serves as staff assistant; performs a variety of administrative functions necessary to the operation of the Division of the Long-Term Care, Field Operations. Actively participates in the administration of the Region’s programs and procedures; advises the Regional Field Supervisor on the feasibility and impact of proposed administrative procedures; recommends modifications as needed to reflect the changing priorities of the Region; serves as the liaison between the Regional Field Supervisor and the Field Operations Staff on administrative projects; interprets and advises staff of the current Department and/or office policies and procedures; promotes open communication within the Region.
  2. Oversees the personnel process for the Edwardsville region; coordinates the development and processing of all personnel transaction forms and maintains the personnel database for the Regional Office; develops and maintains emergency response communication directories; advises the Regional Field Supervisor on the personnel needs of the Region. Assists in the hiring process for the Region; reviews and processes hiring packages and maintain records of all personnel transactions for the Region.
  3. Independently responds to inquiries regarding the assigned programs; handles incoming daily mail and calls for the Regional Field Supervisor; designs, creates and prepares letters, proposals and reports related to the implementation of the State and Federal mandated LTC survey program; conducts management studies related to the LTC survey process and prepares analytical reports of the findings for review by the Regional Field Supervisor.
  4. Track all survey activities to ensure surveys are timely entered and exited. Run incoming unscheduled surveys. Compile and send all applicable survey activities reports to the Regional Supervisor and his/her designee. Prepares and reviews all travel vouchers for completeness. Submit/Process all IT issues and workflow issues. Update and maintain all LTC policies and procedures.
  5. Represents the Regional Field Supervisor at meetings as required; researches and completes special projects related to the administration of the LTC:FO survey program, as directed.

Minimum Requirements

  • Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably in courses in public or business administration.
  • Requires one (1) year of professional experience in a public or private organization, or completion of an agency-approved professional management training program.
  • Requires the ability to communicate clearly and effectively both orally and in writing.
  • Requires the ability to prepare correspondence in a professional manner consistent with applicable policies and procedures and relevant licensing Acts and regulations.
  • Prefers working knowledge of Microsoft software products including Word, Excel, Powerpoint, etc. 

Work Hours:  Monday - Friday 8:30AM - 5:00PM  
Work Location: 22 Kettle River Dr Glen Carbon, IL 62034-2803

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPERATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: DPH.HRApplications@illinois.gov

Include Posting ID #: 44-21-0240 and applicant's name in the subject line when applying

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

** DO NOT CLICK THE APPLY BUTTON**

You MUST send a paper application to the Agency listed above.