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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, 62702-5056

Job Requisition ID:  22634

Agency :  Department of Public Health 
Office: Disease Control

Division: HIV/Aids, Hepatitis, STI and TB

Posting ID: 86-23-0133

Posted: 1/20/2023 - 2/2/2023
Salary:   $4,738-$6,964/monthly  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   RC028  

 

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.

 

Posting ID #:

86-23-0133

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.

Work Hours:  Monday - Friday 8:30AM to 5:00PM  
Work Location: 525 W Jefferson St Springfield, IL 62702-5056  

Agency Contact Email: DPH.HRApplications@illinois.gov

Phone #: 217-785-2031

Job Family:  Clerical and Administrative Support  

 

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