ADMINISTRATIVE ASSISTANT I
Springfield, IL, US, 62701
Job Requisition ID: 46340
Opening Date: 05/01/2025
Closing Date: 05/14/2025
Agency: Department of Human Services
Class Title: ADMIN ASSISTANT I - 00501
Skill Option: None
Bilingual Option: None
Salary: Anticipated Salary (Effective 7/1/25) $5,637 - $8,026/month ($67,644 - $96,312/year)
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code: RC028
Merit Comp Code:
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
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.
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.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
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 Bureau Chief, the AAI performs a variety of important staff functions assisting in the administrative activities for the Bureau of Crisis Response. This position coordinates with other bureaus or division staff regarding the development, analysis of progress results, and design and implementation of new and/or revised policy, procedures, and methods of operation; serves as back-up timekeeper for the bureau; researches, gathers information, and independently performs special projects and studies, which are complex and sensitive in nature by using Microsoft Office Suite; analyzes and interprets data; develops, and prepares special reports; generates PowerPoint presentation(s) and/or written briefings for the Program Manager; and assists the Program Manager in reviewing internal functions and procedures for effectiveness and efficiency.
Essential Functions
- Performs a variety of important staff functions, assisting in the administrative activities of the Bureau of Crisis Response.
- Researches, gathers information, and independently performs special projects and studies for the Bureau and Unit Manager(s), some of which are complex and sensitive in nature, using Microsoft Office Suite 365.
- Assists the Bureau Chief and Unit Managers in reviewing internal functions and procedures for effectiveness and efficiency.
- Serves as correspondence assignment control monitor for the Bureau Chief and Program Managers.
- Handles sensitive and confidential materials and/or questions regarding Bureau/Program issues.
- 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
- Two (2) years of professional experience communicating effectively (written and orally) with internal and/or external stakeholders across multiple forms of media in a clear, concise, and professional manner that aligns with the public or private organization's policies and procedures.
- Three (3) years of professional experience utilizing Microsoft Office Suite for a public or private organization.
- Two (2) years of professional experience managing complex project management and other administrative support and activities for executive management in a public or private business organization.
- Two (2) years of professional experience efficiently assigning and tracking the status of assignments within a private or public organization to ensure they are completed in a thorough, grammatically correct, and accurate manner and filed electronically.
- Two (2) years of professional experience coordinating multiple projects for a public or private organization, including the development of complex written and/or statistical reports and PowerPoint slide decks, while ensuring attention to detail, symmetry of format, and accuracy.
- Two (2) years of professional work experience in understanding the basic use of graphs, charts, and/or maps (e.g., two-dimensional or ArcGIS).
Conditions of Employment
- Requires basic proficiency in Microsoft Office Suite 365.
- Requires ability to travel in the performance of duties, with overnight stays as appropriate.
*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
Work Hours: Mon-Fri, 8:30am-5pm, 1 hour unpaid lunch.
Work Location: 823 E Monroe St, Springfield, Illinois, 62701
Division of Family and Community Services
Office of Housing Stability
Bureau of Crisis Response
Springfield/Sangamon County
Agency Contact: DHS.HiringUnit@Illinois.gov
Posting Group: Office & Administrative Support; 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: Springfield