ADMIN ASSISTANT I

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Position Overview

The Division of Early Childhood (DEC) is seeking to hire a dynamic, organized, and detailed-oriented employee to serve as administrative support for the Contracts Unit Manager within the Office of Operations, Bureau of Contracts and Payments.  This position generates, monitors, and tracks the status of requests (e.g., software, telecom, and computer) for direct line manager and existing and new Unit employees; conducts research to compile and develop special reports, which are complex and confidential in nature; assists with effectuating administrative operations and the execution of established processes and procedures to identify and resolve Unit workflow issues, production delays, and/or system challenges and to ensure tasks are completed; and handles sensitive and controversial personnel and contract and grant related fiscal materials.  DEC is one of six divisions within the Illinois Department of Human Services (IDHS).  DEC serves to strengthen and centralize Child Care, Early Intervention, Home Visiting, and Migrant and Seasonal Head Start within IDHS.  The DEC vision is for Illinois’ pregnant persons, young children, and families to have the supports they need to achieve their full potential.  The DEC mission is to enhance equitable access to Child Care, Home Visiting, and Early Intervention programs and services that support whole child development.  DEC is committed to the following guiding values: Whole Child Focus, Quality Service Delivery, Equity, Relentless Pursuit of Mission, Respect and Dignity, and Stability and Sustainability.

Essential Functions

• Serves as administrative support for the Contracts/Grant Unit Manager within the Office of Operations, Bureau of Contracts and Payments. Develops, populates, and maintains spreadsheets, databases, and trackers.

• Generates, monitors, and tracks the status of requests (e.g., software, telecom, and computer) for direct line manager and existing and new Unit employees.

• Conducts research to compile and develop special reports, which are complex and confidential in nature.

• Assists with effectuating administrative operations and the execution of established processes and procedures to identify and resolve Unit workflow issues, production delays, and/or system challenges and to ensure tasks are completed.

• Handles sensitive and controversial personnel and contract and grant related fiscal materials.

• Serves as back-up for property control assignments/activities for the Unit.

• Serves as back-up timekeeper, ensuring adherence to Department of Human Services (DHS) timekeeping policies, procedures, and protocols.

• 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 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.

Preferred Qualifications

• Three (3) years of professional work experience communicating effectively (written and orally) with and to various internal and external stakeholders/entities on behalf of management at a public or private organization.   

• Three (3) years of professional work experience effectively and efficiently assigning and tracking the status of assignments, ensuring they are completed within the designed time frame and are thorough and accurate before being filed electronically.

• Three (3) years of professional experience coordinating multiple projects and navigating changing priorities for a public or private organization, including the development of written and statistical reports and PowerPoint slide decks, while maintaining attention to detail.

• Two (2) years of professional work experience supporting administrative and project management activities, including development and maintenance of various tracker(s) and adherence to deadlines.

• Two (2) years of professional work experience analyzing existing operations and systems to implement strategies and processes that promote and result in overall effectiveness and efficiency.

• One (1) year of professional work experience in taking detailed written notes during meetings and producing clear, concise, and grammatically correct written summaries or statistical reports for timely dissemination to supervisors and meeting participants, using tools such as Business Objects, Power BI, or Microsoft Office Suite, and the ability to create graphs, charts, or maps (e.g., two-dimensional or Aeronautical Reconnaissance Coverage Geographic Information System [ArcGIS]).

Conditions of Employment

• Requires advanced proficiency in Microsoft Office Suite, including SharePoint, Teams, and OneDrive.

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