LABOR RELATIONS ADMINISTRATIVE ASSISTANT

Position Summary

The Department of Central Management Services' Office of Labor Relations is seeking to hire an Administrative Assistant I. This is a fast-paced administrative and legal support role that works with sensitive and confidential information to accomplish a wide variety of tasks supporting the external Labor Relations and Labor Legal operations of CMS. The ideal candidate would have a strong background in supporting high level administrative and legal functions as well as extensive experience in professional correspondence. This candidate will also have the ability to work independently to ensure critical deadlines are met and must be able to multi-task while ensuring attention to detail and professionalism. The selected candidate must also have knowledge of the Microsoft Office Suite and database programs as these will be used frequently in this position. We invite all qualified candidates to apply!

Position Essential Functions

• Performs administrative functions for the Office of external Labor Relations, specifically for the Labor Relations Deputy Director, Assistant Deputy Director, and Deputy General Counsel.
• Coordinates and schedules hearings relative to grievance arbitrations and matters before the State Labor Relations Board, including, but not limited to: The maintenance of the central arbitration hearings calendar for statewide grievances; Contacts arbitrators and vendors to schedule or cancel arbitration hearings; Maintains a current listing of all cases scheduled for hearing; Prepares travel vouchers for Deputy Director, Assistant Deputy Director, and Deputy General Counsel, reimbursement vouchers, and confirms authorization of payments to arbitrators and vendors.
• Coordinates integration and flow of written and oral information and materials within the Office.
• Maintains appointment calendar for the Deputy Director and professional staff.
• Serves as full line supervisors.
• Serves as the timekeeper for Labor Relations.
• 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 completion of an agency approved professional management training program.

Preferred Qualifications

• Prefers two (2) years of professional experience overseeing or managing confidential information and/or matters.
• Prefers two (2) years of professional experience prioritizing the management of multiple projects and/or programs with a high attention to detail.
• Prefers two (2) years of professional experience utilizing Microsoft Office Suite to create spreadsheets, presentations and reports, draft letter and memos, query agendas, and information requests.
• Prefers two (2) years of professional experience communicating highly sensitive information both orally and in writing to internal and external stakeholders.
• Prefers two (2) years of professional independent work experience.

Conditions of Employment

• 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.
• Requires ability to travel locally in the performance of duties.
• Requires the ability to use agency technology/equipment (i.e., mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines.
• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

Our vision is to be the trusted partner dedicated to the success of the State of Illinois through service, optimization, and inclusion. Our mission is to be the accessible agency that delivers essential, effective, and efficient services to State agencies and the people of Illinois. Our core values are: Trusted, Strategic, Effective, Innovative, Responsive, and Inclusive. Through strategic leadership CMS plays a vital role in strengthening the effectiveness of Illinois State government.

CMS provides a broad portfolio of statewide services through specialized bureaus such as: Administrative Hearings • African Descent-Citizens Reparations Commission • Statewide Benefits • Communication and Information • Diversity and Inclusion • Fleet Administration • Labor Relations • Operational Excellence • Statewide Personnel • Property Management • Strategic Sourcing • Surplus Equipment Control. 

CMS also operates internal service bureaus that support our agency’s own effectiveness and efficiency, including: Internal Audit • Finance and Management • Government Affairs • Human Resources • Legal Services • Strategic Transformation.

Professionals who join CMS become part of a mission‑driven organization committed to continuous improvement and public service excellence. CMS offers the opportunity to contribute to impactful statewide initiatives, collaborate with skilled and talented colleagues, shape strategic improvements across Illinois government, and support the operational foundation that allows state agencies to better serve the residents of Illinois. CMS is a place for people who want to their work to matter; where innovation, service, and inclusion are at the heart of everything we do.

State of Illinois Benefits

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 10 -25 days of paid vacation time annually (10 days for first year of state employment).
• 12 days of paid sick time annually which carryover year to year.
• 3 paid personal business days per year.
• 13-14 paid holidays per year dependent on election years.
• 12 weeks of paid parental leave.
• Pension plan through the State Employees Retirement System.
• Deferred Compensation Program – voluntary supplemental retirement plan.
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx