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: Mar 14, 2023

Location:

Springfield, IL, US, 62767-1000

Job Requisition ID: 24969

Agency :  Department of Central Management Services
Closing Date/Time: 03/28/2023
Salary: $4,738 - $6,964; anticipated starting salary $4,738 CBA language applies
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 Identification Number 24969

POSITION SUMMARY

The State of Illinois Department of Central Management Services is seeking to hire an Administrative Assistant I. This is a fast‐paced administrative support function role, working with sensitive and controversial information. The perfect candidate would have a strong background in administrative support. They must have the ability to work independently to ensure critical deadlines are met; the ability to multi‐task as many priorities will be occurring simultaneously and must have the ability to demonstrate attention to detail with emphasis on strong report writing skills. The ideal candidate must have general user knowledge of Microsoft Word, Excel, and PowerPoint, as these programs will be used very frequently in this position. We invite all qualified candidates to apply.

POSITION ESSENTIAL FUNCTIONS

Under general direction, serves as a highly responsible staff assistant to the Chief Internal Auditor (CIA), Bureau of Internal Audit.
Serves as proofreader for the Bureau.
Serves as timekeeper for the Bureau of Internal Audit.
Serves as coordinator for the applications used by the Bureau.
Coordinates the timely completion and submission of the Fiscal Control and Internal Auditing Act (FCIAA) certification of internal controls for the Office of the Auditor General.
Coordinates and tracks Bureau training initiatives including scheduling and confirming speakers, registering attendees, reserving, and preparing training rooms, recording and reporting participant attendance, and providing timely issues certificates of completion to participants.
Coordinates tasks for the Bureau of Internal audit.
Performs other duties as 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 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.

KNOWLEDGE, SKILLS, AND ABILITIES

Prefers one (1) year of professional experience exercising good judgement and discretion in the implementation of agency policies and procedures.
Prefers one (1) year of professional experience developing and maintaining cooperative working relationships.
Prefers one (1) year of professional experience proofreading documents for errors and running reports in the Legislative Information System.
Prefers extensive knowledge of using word processing, spreadsheet, and email applications.

CONDITIONS OF EMPLOYMENT

This position requires the applicant to pass a background check.
Overtime is a condition of employment, and you may be required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime.

Work Hours: 8:30 AM - 5:00 PM, Monday - Friday
Work Location: 320 W Washington St Springfield, IL 62767-1000
Agency Contact:

CMS Internal Personnel

Agency Contact: Katherine Parmenter

Email: Katherine.Parmenter@illinois.gov

Phone Number: 217-557-2115

Job Family: Clerical and Administrative Support

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

About the Agency:

Central Management Services (CMS) is the operational engine working behind the scenes to enable the State’s more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable service to all Illinois citizens. The Agency’s mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves. Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees, and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination.

In order to submit a formal transfer request, please email the completed form to Katherine.Parmenter@illinois.gov. Applications for employment will not be accepted via email.

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

Apply »