EAS Administrative Assistant (Administrative Assistant I)

Essential Functions

• Under general direction, serves as the Administrative Assistant for the Enterprise Application Services (EAS) Division Chief of the Department of Innovation & Technology (DoIT) performing a variety of administrative duties and special projects related to the administration of the Department’s EAS Program. 
• Advises, explains, and directs staff in the execution of office operations and policies that impact divisional procedures and regulations.
• Coordinates and maintains schedule for EAS Chief including meeting and travel arrangements, agendas, and compilation of support documents.
• Assists in handling inquiries received from agency staff and vendors.
• Serves as liaison between EAS management and other staff and Departments.
• 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 one (1) year of professional experience in a public or private organization. 

OR

• Requires completion of an agency approved professional management training program. 

Preferred Qualifications

• One (1) year of professional experience performing highly complex administrative duties within a private or public organization, including coordinating projects, preparing management-level reports, and supporting executive leadership. 
• One (1) year of professional experience investigating, identifying, and resolving procedural, workflow, or production-related issues, with the ability to research policies, analyze operational impacts, and implement efficient solutions. 
• One (1) year of professional experience serving as a primary liaison between management, staff, and external stakeholders, demonstrating the ability to interpret directives, communicate expectations, and maintain effective information flow across functional areas. 
• Working knowledge of Microsoft Office Suite with proven experience preparing correspondence, reports, schedules, and presentations that support executive and program operations. 
• Ability to analyze administrative issues, interpret policies and directives, formulate recommendations, and implement effective courses of action to improve processes and support divisional goals. 
• Ability to develop and maintain cooperative and productive working relationships with management, staff, vendors, and external agencies, including coordinating cross-functional activities and resolving operational concerns. 
• Demonstrated organizational and time management skills with experience coordinating executive schedules, meetings, travel arrangements, and supporting documents, as well as managing staffing, procurement tracking, and onboarding/offboarding processes. 
• Demonstrated verbal and written communication skills, including experience drafting professional correspondence, preparing detailed reports, relaying directives to staff, and responding to inquiries from internal and external stakeholders. 

Conditions of Employment

All applicants must be able to meet the following Conditions of Employment with or without reasonable accommodation, to be considered for this position. The State of Illinois complies with federal and state disability laws and will make reasonable accommodations for applicants and employees with disabilities.

• Requires the ability to verify identity. 

• Requires employment authorization to accept permanent full-time position with the State of Illinois. 

• Requires the ability to pass a position specific, agency required background check and self-disclosure of criminal history.  

• Requires the ability to travel in performance of duties 

• Requires the ability to work outside of normal hours to meet deadlines. 

• Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays. 

• Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.  

• Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry related topics relevant to job duties. 

• Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.  

The conditions of employment listed are incorporated and/or related to any duties included in the position description.