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ADMINISTRATIVE ASSISTANT II

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:  Dec 17, 2024
Location: 

Springfield, IL, US, 62701

Job Requisition ID:  43026

Agency: Department of Human Services

Opening Date: 12/18/2024

Closing Date/Time: 01/02/2025

Class Title: ADMINISTRATIVE ASSISTANT II - 00502 
Skill Option: None 
Bilingual Option: None 

Salary: Anticipated Salary $6,005-$8,678/month ($72,060-$104,136/year)
Job Type: Salaried
Category: 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.

 

While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

 

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number 43026

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.

Position Overview

Under administrative direction of the Bureau Chief, serves as administrative support.  Performs a variety of confidential and sensitive professional staff assignments to include procurement coordination and implementation of Bureau Grant Programs. Collects, researches, and tracks information regarding violence prevention services, youth development services and high-risk youth intervention services and programming data. Tracks federal and state legislation that deals with violence prevention. Develops reports and monitors data, information, reports, and other mechanisms which support the Bureau.

Essential Functions

  • Serves as administrative support to the Bureau Chief, performing a variety of confidential and sensitive staff assignments for the Bureau Chief.

  • On behalf of the Bureau Chief, directs, coordinates, and tracks the Bureau's grants and contracts processes ensuring adherence with federal and state grant program guidelines, laws and regulations including the Grants Accountability and Transparency Act.

  • Confers with Department of Human Services (DHS) staff, private agencies, units of local government, state agencies and the federal government to collect, research and track information regarding grants in the Bureau.

  • Tracks federal and state legislation that deals with violence prevention activities and youth development and high-risk youth intervention activities.

  • Manages a system to respond to correspondence in a timely fashion.

  • 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 (4) years of college, preferably with courses in public or business administration.

  • Requires two (2) years of professional experience in a public or private organization.

Preferred Qualifications

  • Two (2) years of professional experience working with the principles and practices of public and business administration for a public or private organization.

  • Two (2) years of professional experience working with the Illinois’ Youth Services, functions of county government and state government, including government accounting, program budgeting, the state legislative process, personnel and grant making procedures.

  • Two (2) years of professional experience analyzing administrative problems and developing an effective course of action.

  • Two (2) years of professional experience developing installing, and evaluating new and revised methods, procedures, and performance standards.

  • Two (2) years of proficiency in the Microsoft Suite with a particular focus on Microsoft Suite with a particular focus on Microsoft Word and Excel, including Pivot tables, to develop multifaceted spreadsheets to help coordinate competitive funding notices, log information, and document numerous aspects of submitted applications.

  • Two (2) years of professional experience communicating effectively (written and orally) with internal and/or external stakeholders and across multiple forms that aligns with the public or private organization's policies and procedures. 

Work Hours: Mon-Fri, 8:30am-5pm; 1 hour unpaid lunch.  
Work Location: 823 E Monroe St, Springfield, Illinois, 62701  

Division of Family & Community Services

Office of Community and Positive Youth Development

Bureau of Violence Prevention Services

Sangamon County
Agency Contact: DHS.HiringUnit@illinois.gov
Posting Group: Office & Administrative Support

 

About the Agency:

The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.

 

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

  • A Pension Program

  • Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance

  • 3 Paid Personal Business Days annually

  • 12 Paid Sick Days annually (Sick days carry over from year to year)

  • 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)

    • Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)

  • 13 Paid Holidays annually, 14 on even numbered years

  • Flexible Work Schedules (when available dependent upon position)

  • 12 Weeks Paid Parental Leave

  • Deferred Compensation Program - A supplemental retirement plan

  • Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)

  • GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans

  • 5% Salary Differential for Bilingual Positions

  • Commuter Savings Program (Chicago only)

For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

 

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.

State employees should include temporary assignments in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.

 

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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