ADMINISTRATIVE ASSISTANT I

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety.  With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform the duties of Administrative Assistant 1. Under general direction of the TB/Viral Hepatitis Section Chief, serves as staff assistant by carrying out administrative and office support responsibilities.

Job Responsibilities

1. Serves as staff assistant by carrying out administrative and office support responsibilities for the TB/Viral Hepatitis section.

• Responsible for preparing and processing personnel transactions and financial operations.
• Advises/consults on personnel and budgetary manners.
• Coordinates and consolidates information for budget, staffing, and program reports, plans, and proposals.
• Makes recommendation leading to reduced operating costs, improved services, and greater general efficiency.

2. Liaison with Section’s program management, Division and Department staff, and general public.

• Provides policy and program interpretations to the above-specified groups.
• Carries out special assignments requiring the development and implementation of Section’s programs and procedures.
• Advises on feasibility and impact of proposed procedures and operations.
• Independently prepares draft replies to inquiries pertaining to the Section.

3. Drafts programmatic policies and work schedules as directed by professional staff.

• Responsible for timekeeping matters, inventory, and property control, monitoring allotments and processing fiscal documents.
• Reviews incoming mail and independently drafts responses.

Job Responsibilities, continued

4. Provides specialized office support utilizing personal computer software applications, complex
charts, tables, spreadsheets, reports, and other documents which includes medical
terminology

• Maintains control of confidential files and pending correspondence.

5. Assists professional staff on matters of communication in processing memoranda, letters,
reports, and other written materials of confidential nature.

• Edits letters and reports for accuracy.

6. 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 coursework in public or business administration. 
• Requires one-year professional experience in a public or private organization, or completion of an
  agency approved professional training program.

Preferred Qualifications

• One year experience with Microsoft Word or other word processing software, PowerPoint
• (Presentations) experience in Microsoft Excel or other spreadsheet programs to assign tasks, monitor progress on projects, share documents, and/or create dashboards.
• One year experience using collaboration and work management software such as Smartsheet.
• One year experience using electronic scheduling systems for meetings, such as Outlook.
• One year experience in scheduling meetings, organizing committees, and preparing meeting
• materials and improving efficiency through technology.
• One year experience preparing and processing personnel transactions.
• Working knowledge of records retention.