ADMINISTRATIVE ASSISTANT I
Springfield, IL, US, 62702-2399
Agency: Department of Military Affairs
Salary: $4,738.00-6,964.00
Job Type: Salaried Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028
Department: Comptroller
Schedule: 7.5 daily, M-F
Hours: 8am-4pm (1/2 hr paid lunch)(Can Vary based on Mission Requirements)
Date Posted: 01/20/2023
Last Day to Apply: 02/06/2023
BID NOTICE #: 23015
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
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.
Job Responsibilities
Serves as staff assistant to the Agency Fiscal Officer assists in planning, development, and execution of operating procedures for the Division. Analyzes existing operations and makes recommendations to improve service increase efficiency and reduce costs.
Researches and organizes background materials necessary in responding to management and external inquiries; independently prepares letters of response and/or verbal responses to inquiries as appropriate. Prepares amendments, letters for management utilization; establishes and maintains appropriate files and follow-up.
Receives and reviews various utility bills and pest/waste management bills for accuracy and conformation to policy; signs division supervisor’s name to correspondence and/or vouchers as required. Monitors department telephone costs and various utility costs for preparation of the budget. Keeps Division supervisor informed of any unusual circumstances including budgeted balances.
Serves as personnel liaison between the Agency Fiscal Officer and the Personnel Office on personnel related matters. Acts as resource for division management and supervisory staff regarding personnel related matters.
Minimum Qualifications
Requires knowledge, skill and mental development equivalent to completion of four years of college, with courses in public administration and accounting.
Requires one year of professional experience in accounting.
Preferred Qualifications
Prefer knowledge of office procedures and programs.
Prefer knowledge of computer software to include Microsoft Office. |
Conditions of Employment
Requires the ability to pass a DoD background investigation and obtain a DoD Common Access Card (CAC) prior to hire or transfer.
Position is primary sedentary; however, may require being on feet for long periods of time.
Requires ability to lift and carry 50lbs, i.e., heavy boxes of files and supplies.
About the Agency/Bureau/Programs
The Department of Military Affairs works with the members of the Illinois Air and Army National Guard.
Agency Contact: Natalie Enrietto
Email: DMA.StatePersonnelHROffice@illinois.gov
Phone #:217-761-2948
This position [DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).
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.
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
*NOTE: The Department of Military Affairs does not discriminate against any individual because of his or her race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, or unfavorable discharge from military service in connection with employment, real estate transactions, access to financial credit, and the availability of public accommodations in compliance with the Illinois Human Rights Act, the Illinois Constitution, Title VI of the 1964 Civil Rights Acts, Section 504 of the Rehabilitation Act of 1973, as amended, and the U.S. Constitution. The Equal Employment Opportunity Office is responsible for compliance and may be reached at 217/557-5667.