ADMINISTRATIVE ASSISTANT I

Position Overview

Under general direction of the Director of Operations, performs agency-level procurement and project management duties in support of the Management Operations and Information Systems (MOIS) unit and coordinates property and supply management for the Department’s Springfield office.

About the Illinois Department of Human Rights

The Illinois Department of Human Rights (“IDHR”) is a state agency charged with the enforcement of the Illinois Human Rights Act ("Act"). The Act prohibits unlawful discrimination in Illinois with respect to employment, real estate transactions, financial credit, and public accommodations (including education). IDHR protects and guarantees the rights of all Illinoisans to be free from unlawful discrimination by receiving and investigating claims of unlawful discrimination. Moreover, the Act prohibits retaliation against a person who has opposed that which is reasonably and in good faith believed to be unlawful discrimination; prohibits the aiding, abetting, compelling or coercion of a person to commit a violation of the Act; and prohibits the willful interference with the performance of a duty or the exercise of a power by the Department or one of its officers or employees. At the forefront of protecting civil rights, IDHR welcomes all candidates for employment to apply for any position for which they are qualified. Join IDHR in its mission to secure an Illinois free from discrimination.

Benefits Statement

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)
• 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

Essential Functions

• Coordinates with the Agency Procurement Officer, provides buyer-level support processing authorized procurement activities in the State’s BidBuy system, including but not limited to Release Off Master purchases, Requisitions, and Open-Market Bid procurements.
• Collaborates with peers in the MOIS unit to monitor support requests and ensure their assignment and advancement to resolution.
• Coordinates with MOIS team on the assignment of site-specific support requests to help ensure office and supply needs are assigned and monitored and performs on-site office management duties for the Department’s Springfield office.
• Supports and coordinates with the Director of Operations and MOIS team on key Department initiatives to provide project management support and calendaring or completion of tasks related to other business units in the Department.
• 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 completion of an agency approved professional management training program.

Preferred Qualifications

• Prefers at least two (2) years of professional experience in procurement processes, including working knowledge of the Illinois Procurement Code and related administrative regulations, solicitation development, vendor and contract evaluation, notices and award management and compliance with public procurement regulations.
• Prefers at least two (2) years of professional experience in detailed project management, including documentation of compliance, processing phased development and stakeholder guidance and communications.
• Prefers at least two (2) years of professional experience composing business communications, working in database systems, supporting data entry, or similar business activities, and the ability to manage complex tasks in systems, such as dashboards, detailed records, or approval cycles.
• Prefers at least one (1) year of professional experience performing office management tasks, such as arranging site access and managing office space, furniture, telephones, and supplies.

Conditions of Employment

• Completion of a background check and self-disclosure of criminal history.
• The ability to travel occasionally with the possibility of overnight stays.

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