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Confidential Assistant to the Chief of Staff

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:  Nov 8, 2024
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  42852

Job Requisition ID: 42852 
Closing Date/Time: 11/22/2024
Agency: Department of Corrections
Class Title: ADMINISTRATIVE ASSISTANT II - 00502 
Skill Option: None 
Bilingual Option: None 
Salary: Anticipated Starting Salary $6,005/month; CBA Applies; Full Range: $6,005 - $9,069/month
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.

 

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

 

Posting Identification Number  42852 

Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define ourstate. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’repart of something bigger—something that touches the lives of every person who calls Illinois home. No matterwhat state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide thegold standard of benefits. Our employees can take advantage of various avenues to advance their careers andrealize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding careerand lasting future with the State of Illinois.

Position Overview

The Illinois Department of Corrections is looking to hire a high-level, confidential assistant for the Chief of Staff. The preferred candidate shall have experience working in a fast pace setting, multitasking, and possess strong organizational skills. It is also preferred that the candidate have some experience with communicating and interacting with management, government officials, advocacy organizations, and the public. We strongly encourage all qualified individuals to apply.

Essential Functions

  • Serves as liaison and spokesperson for the Chief of Staff, maintaining working relationships with various government officials and representatives on local, state, and federal levels, and the general public.
  • Serves as high level staff assistant to the Chief of Staff.
  • Performs personnel related duties for the Chief of Staff’s Office.
  • Reviews, prepares, and verifies information on documents.
  • Receives and prepares routine, sensitive and confidential correspondence and maintains confidential files and lists.
  • Serves as timekeeper for the Office.
  • 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 with courses in public or business administration.
  • Requires two (2) years professional experience in a public or private organization requires knowledge of agency programs and services.

Preferred Qualifications

  • Prefers at least three (3) years of professional experience working with and maintaining confidential information.
  • Prefers at least two (2) years of professional experience creating and maintaining an electronic information database to track and monitor data.
  • Prefers at least two (2) years of professional experience responding verbally and in writing to external and internal inquiries.
  • Prefers at least two (2) years of professional experience drafting reports for internal and external review.
  • Prefers at least two (2) years of professional experience communicating and interacting with management, government officials, advocacy organizations, and the public.
  • Prefers at least two (2) years of professional experience taking meeting notes, organizing meeting notes, and creating action items.
  • Prefers at least two (2) years of professional experience coordinating internal and external communication strategies.
  • Prefers at least two (2) years of professional experience tracking internal and external correspondence.

Conditions of Employment

  • Requires ability to pass the IDOC/IDJJ background check.
  • Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of position held, is prohibited.
  • The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Work Hours: Monday-Friday 8:00am-4:00pm
Work Location: 1301 Concordia Ct Springfield, IL 62702-5643
Email: suzanne.latourelle2@illinois.gov
Posting Group: Office & Administrative Support

 

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

 

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity, andinclusion. This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resourcesnecessary to thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals inour custody and is committed to ensuring a healthy living environment where they feel valued, respected, andincluded. Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agencypolicies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism,ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression. The IDOC teamworks to serve justice in Illinois and increase public safety by promoting positive change in behavior of individualsin custody, operating successful reentry programs, and reducing victimization. Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferredcompensation; state holidays and other benefit time off, and pre-tax benefit programs. The department also offersextensive training and career advancement opportunities. The Illinois Department of Corrections is proud to be anEqual Opportunity Employer.

 

As an IDOC employee, you are entitled to a robust benefits package that includes:
· 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 13‐14 days annually
· 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, 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: Bureau of Benefits


Nearest Major Market: Springfield

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