ADMINISTRATIVE ASSISTANT I

Position Overview

The Illinois Department of Children and Family Services is seeking an organized, professional, and results oriented individual to serve as Staff Assistant to the Downstate Administrative Support Services Manager.  Under general direction, this position will provide input and assistance with management functions involved in the planning and implementation of programs and initiatives.  The position will coordinate and/or conduct a variety of special projects and provide input and advice regarding the progress of special projects and successful achievement of associated goals and objectives.  The position will serve as liaison to Departmental divisions, as well as other agencies and organizations.  This position will also serve as timekeeper for the unit and will serve as liaison regarding procurements, contract information, vouchers, requisitions for commodities and equipment, and fiscal services in the preparation of procurement requests.  This position provides a great opportunity for someone who is detail oriented and interested in playing a supportive role in the agency’s operations.  DCFS offers a competitive compensation plan, excellent benefits, and a pension program.  The ideal candidate for this position will have excellent organizational skills and strong communication capabilities.  We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois.

Essential Functions

• Serves as Staff Assistant to the Downstate Administrative Support Services Manager
• Coordinates and/or conducts a variety of special projects, often of a sensitive and confidential nature, as delegated by the Manager, utilizing Power Point in the development of projects as appropriate
• Serves as liaison to Departmental divisions, as well as other agencies and organizations
• Provides assistance to the Records Program area by conducting sensitive, confidential research resulting from requests for closed records
• Serves as timekeeper for the Office of Administrative Support Services
• Serves as the unit’s liaison regarding procurements, contract information, vouchers, requisitions for commodities and equipment, and fiscal services in the preparation of procurement requests
• Reviews and distributes routine inquiries and correspondence for the unit, apprising the Manager of urgent issues
• Receives and vouchers all related bills associated with the Office of Administrative Support Services, including leases, telecommunication, vehicles, inventory, closed records, facilities, etc.
• Serves as a technical resource to staff
• 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 years of college, preferably with courses in public or business administration
• Requires one year of professional experience in a public or private organization, or satisfactory completion of an agency approved professional management training program

Preferred Qualifications

• 2 years of experience serving as an administrative assistant in a public or business organization
• 2 years of professional experience working with procurements, contract information, vouchers, and requisitions in a public or business organization
• 2 years of professional experience serving in a liaison capacity for a public or business organization
• 2 years of experience serving as timekeeper for a public or business organization
• 2 years of professional experience conducting research and carrying out special assignments requiring the development or interpretation of programs and procedures in a public or business organization

Conditions of Employment

1. Requires the ability to pass a background check
2. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

About the Agency

DCFS is deeply committed to the welfare and protection of children.  Our goal is to protect children by strengthening and supporting families.  In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus.