ADMINISTRATIVE ASSISTANT II

Why Work for Illinois?

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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 general direction of the Associate Director, performs a variety of essential, confidential, and time sensitive functions.  Assists in the administrative activities for the Office of Housing Stability.  Composes confidential and time sensitive written reports and documents. Assists the Associate Director in the development and implementation of internal policies, procedures, protocols, and tracking systems.  Researches, gathers information, and independently performs confidential projects and studies for the Associate Director, which are complex in nature. Creates and maintains an official tracker to record assignments along with incoming/outgoing correspondence. Assigns pending assignments with due dates to bureau staff.  Handles sensitive and confidential personnel materials and triages incoming inquires and/or issues to bureau staff for follow-up and resolution, independently. Completes timekeeping functions for the bureau and maintains related correspondence as dictated by DHS timekeeping policy and procedures.

Essential Functions

• Performs a variety of essential, confidential, and time sensitive administrative functions for the Office of Housing Stability.

• Researches, gathers information, and independently performs confidential projects and studies for the Associate Director, which are complex in nature.

• Assists the Associate Director in reviewing internal functions and procedures for effectiveness and efficiency.

• Creates and maintains a Tracker (using Excel or Access) to record assignments along with incoming/outgoing correspondence for the Associate Director.

• Handles sensitive and confidential personnel materials and independently triages incoming inquires and/or issues to bureau staff for follow-up and resolution. 

• 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

• Three (3) years of professional work experience communicating effectively (written and orally) with various internal and/or external stakeholders and across multiple forms of media in a clear, concise, and professional manner that aligns with the public or private organization's policies and procedures. 

• Three (3) years of professional work experience managing complex project management and other administrative support and activities for executive management in a public or private business organization.

• Three (3) years of professional work experience efficiently assigning and tracking the status of assignments within a private or public organization to ensure they are completed in a thorough, grammatically correct, and accurate manner and filed electronically.

• Three (3) years of professional work experience coordinating multiple projects for a public or private organization, including the development of complex written and/or statistical reports and PowerPoint slide decks, while ensuring attention to detail, symmetry of format, and accuracy.

• Two (2) years of professional work experience designing, developing, implementing, and maintaining multifaceted tracking systems and/or databases to ensure adherence to deadlines.

• Two (2) years of professional work experience in understanding the basic use of graphs, charts, and/or maps.

Conditions of Employment

• Requires advanced proficiency in Microsoft Office Suite, including SharePoint, Teams, and OneDrive.

*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description