ADMINISTRATIVE ASSISTANT I

Position Overview

Under general direction, serves as a staff assistant performing administrative functions for Licensing and Testing of the Division of Professional Regulation. Attends and participates in staff meetings, internal and external Committee/Board meetings, conferences or association meetings. Organizes and assists manager in the planning, development, and implementation of statewide policies, procedures, goals, and objectives for designated professions. Independently receives and responds to non-technical inquiries for designated professions issues, policies, and procedures from various department staff members, licensees and/or their representatives, professional associations, organizations and groups, other State and Federal agencies, etc. Conducts studies relative to current existing policies and procedures to determine degree of effectiveness of assigned administrative programs. Assists management with special projects. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. 

State of Illinois Benefits

•    Health, Life, vision, and dental insurance
•    12 weeks paid maternity/paternity leave
•    Pension Plan – Vesting at 10 years for Tier II
•    Full 20-year retirement awards free health insurance during retirement
•    Deferred compensation and other pre-tax benefits programs
•    Paid state holidays, 12-14 days annually
•    3 paid Personal Business Days annually
•    12 Paid Sick Days annually (Sick days carry over year to year)
•    10-25 Days of Paid Vacation time annually (10 days in year one of employment)
•    Personal, sick, and vacation rates modified for 12 hour work schedules (as applicable) 
•    Employee Assistance Program and/or mental health resources
•    For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx 

Essential Functions

• Under general direction, serves as a staff assistant performing administrative functions for Licensing and Testing of the Division of Professional Regulation.

• Attends and participates in staff meetings, internal and external Committee/Board meetings, conferences or association meetings. 

• Organizes and assists manager in the planning, development, and implementation of statewide policies, procedures, goals, and objectives for designated professions.

• Independently receives and responds to non-technical inquiries for designated professions issues, policies, and procedures from various department staff members, licensees and/or their representatives, professional associations, organizations and groups, other State and Federal agencies, etc.

• Conducts studies relative to current existing policies and procedures to determine degree of effectiveness of assigned administrative programs.

• Assists management with special projects.

• 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 one year of professional experience meeting frequent deadlines with strong attention to details, utilizing critical thinking and problem-solving skills.

• Prefers one-year professional experience efficiently tracking status and completion of assignments to ensure tasks are completed within designated time frames, using organizational tools such as Excel.

• Prefers one year of professional experience successfully coordinating projects and prioritizing work with the ability to multi-task and work independently, using notetaking tools such as OneNote.

• Prefers one-year professional experience working on, or in collaboration with, a professional committee or board.

• Prefers one year of professional experience organizing appointments and scheduling meetings using software such as Outlook and Webex.

• Prefers one year of experience with assisting staff and resolving conflict with escalated licensing issues.

Conditions of Employment

• Requires ability to travel infrequently in the performance of duties.

• Requires completion of a background check and self-disclosure of criminal history.

• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.

• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with the Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.

• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Agency Statement

IDFPR is a regulatory licensing and enforcement agency that protects the residents of Illinois, ensures the safety and soundness of financial institutions, ensures that competent professionals are licensed to provide services to the public, and enhances commerce in the state for the benefit of all its residents.