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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), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students.  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:  Jun 4, 2026
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  54626

Job Requisition ID: 54626 
Opening Date: 06/04/2026
Closing Date: 06/18/2026
Agency: Department on Aging
Class Title: ADMIN ASSISTANT I - 00501 
Skill Option: None 
Bilingual Option: None
Salary: Anticipated Starting Salary: $5637, Full Range: $5637-$8026
Job Type: Salaried
Category: Full Time 
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code: RC028 Paraprofessional Human Services Employees, AFSCME
Merit Comp Code: 

 

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.

 

 

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

About the Agency

 

The MISSION of the Illinois Department on Aging is to serve and advocate for older Illinoisans and their caregivers by administering quality and culturally appropriate programs that promote partnerships and encourage independence, dignity, and quality of life.

 

As a State of Illinois employee, you will receive a robust benefit package that includes the following:

  • Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
  • Competitive Group Insurance benefits including health, life, dental, and vision plans
  • Pension plan through the State Employees Retirement System
  • Deferred Compensation Program – voluntary supplemental retirement plan
  • Option pre-tax programs – Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
  • 10-25 days of paid vacation time annually (10 days for first year of state employment)
  • 12 paid sick days annually which carryover year to year
  • 3 paid personal business days per calendar year (pro-rated dependent on start date)
  • 13-14 paid holidays per year
  • 12 weeks of paid parental leave
  • Employee Assistance Program and/or mental health resources

 

These are just a few of the many perks available to all State employees. For more information about our benefits, please follow this link. https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Position Overview

Join a critical support team that ensures smooth, accurate, and compliant financial operations for statewide programs. In this role, you will independently coordinate the administrative and office support functions for the Federal Accounting and Reporting area, including grants and contract administration, payroll and timekeeping processes, GATA compliance, and State and Federal accounting procedures. You will oversee timely payment requests, track invoices, and manage all incoming checks and deposits with precision. This position also maintains agency accounts receivable within the statewide SAP accounting system and manages key activities such as Comptroller Offset and Department of Revenue collections. You will perform research and prepare reports to support program leadership and contribute to special projects that strengthen agency operations. This role is ideal for a detail‑driven professional who thrives in a structured, mission‑focused financial environment.

Essential Functions

  • Independently coordinates the administrative office support tasks associated with and for the Federal Accounting and Reporting area, including contact and grant management, Federal grants, accounting procedures, rules, policies, and procedures of State and Federal governments, GATA, payroll, timekeeping, evaluations, SAMS procedures, etc.
  • Coordinates payment requests to ensure the proper reports are received, reviewed, and processed accordingly in a timely manner.
  • Tracks receipt and rejections of invoices from Program staff.
  • Manages all incoming checks by preparing deposit, check lots, expenditure adjustment transmittals, receipt deposit transmittals, and cash receipt spreadsheets.
  • Maintains agency accounts receivables within the statewide accounting system, specifically SAP to include the Comptroller's Offset and Department of Revenue collections.
  • Conducts special studies and research projects for supervisor including compiling information and preparing reports for Program Administrator in regard agency programs.
  • 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 one year of experience using SAP/ECC or equivalent software.
  • Prefers at least 3 years of experience recording, collecting, and tracking accounts receivables.
  • Prefers at least 3 years of experience using Comptroller offset and Department of Revenue collection efforts.
  • Prefers at least 3 years of experience working a double entry general ledger system.

Conditions of Employment

  • Requires ability to pass a criminal background check.

Work Hours: 8:30am - 5:00pm Monday-Friday
Headquarter Location: 1 Natural Resources Wy, Springfield, Illinois, 62702
Work County: Sangamon
Agency Contact: Nick Gilmore
Email: aging.hr.assist@illinois.gov
Phone #: 217-900-0013
Posting Group: Fiscal, Finance & Procurement; Legal, Audit & Compliance

 

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


Nearest Major Market: Springfield

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