Share this Job

ADMINISTRATIVE ASSISTANT I

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Jan 20, 2023
Location: 

Springfield, IL, US, 62702-2399

Job Requisition ID:  23015

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:

 

*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.