Share this Job

MIL ADMINISTRATIVE SPECIALIST-82987

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 18, 2022
Location: 

Springfield, IL, US, 62702-2399

Job Requisition ID:  20444

Agency:  Department of Military Affairs    
Salary:  3710.00-5142.00
  
Job Type:  Salaried Full Time
  
County:  Sangamon
  
Number of Vacancies:  1
  
Plan/BU:  RC062
  

Directorate/Wing:   183rd Air Wing-3101 J. David Jones Parkway, Springfield, IL 62707

Schedule:  7.5 daily, M-F

Hours: 8 am - 4 pm (1/2 hr paid lunch) Can vary based on mission requirements

Date Posted: 10/21/22

Last Day to Apply: 12/09/22

BID NOTICE #:  20444

FOR ADDITIONAL INFORMATION:  Contact Natalie Enrietto at 217-761-2948

****A RESUME IS REQUIRED FOR THIS JOB POSTING****

Please attach a DETAILED Resume/Curriculum Vitae (CV), a copy of your transcripts or diploma for all degrees earned, and a copy of any applicable professional licensures to the MY DOCUMENTS section of your application. Please note that the Department of Military Affairs must verify proof of higher education for any degree earned (if applicable) before any offer can be extended.

You WILL NOT be considered for the position if you attach a CMS100, CMS100b, FM 115 or any other document in lieu of a Resume or CV.

Job Responsibilities

Under general supervision of the Facility Manager (FM) and Base Civil Engineer (BCE), is responsible for managing daily correspondence, facility and project records, maintaining the ILANG Civil Engineering regulations library, and supporting employees with ILANG software and computer systems. 


1.  Maintain schedules and appointments for the Facility Manager and Base Civil Engineer; assist with daily timekeeping of all assigned state and contract employees, assist with maintaining personnel files; maintain up-to-date knowledge of computer programs and systems to include Integrated Engineering Management System (IEMs), Automated Civil Engineering System (ACES), Air Force Records Information Management System (AFRIMS), Defense Travel System (DTS) and ARROWS. Provide training and support to employees with computer programs and systems; prepare project binders prior to preconstruction meetings.  

2.   Prepare invoices for payment, process records in support of payments for items such as utilities and building repairs, maintain historical records for utilities and building maintenance repairs; work with project managers to maintain project files, meeting minutes, staff meetings, and other meeting items.   

3.  Proofreads and edits correspondence and documents for correct grammar, spelling, capitalization, punctuation and format.  Composes routine, non-technical correspondence such as instructions on office procedures, requests for information, and acknowledgement letters.   

4.  Assists state and contract employees with travel records, travel funds, and travel arrangements; assist state and contract employees with regulations pertaining to data and guidance, assists all state and contract employees with correspondence, emails and computer inputs.  

5.  Receives and screens all incoming communication and route to the appropriate personnel. Prepare formal correspondence, emails and faxes for outgoing communications; prepare and submit outgoing mail; file and maintain correspondence records.

6.  Maintains daily, monthly, and long term records by updating file plans, filing data in record files, reviewing and inspecting records for compliance with applicable ILANG regulations and coordinating with base Information Management for records compliance.   

7.   Maintains regulations library to support daily operations by ensuring regulations are current and applicable; inform management of new or obsolete regulations; ensure management has received and/or reviewed new or changed regulations, provide guidance to ensure publications and forms meet prescribed style, format and legal and statutory requirements.    

Employment Conditions

Requires active or retired (minimum of 20 yrs) membership in the Illinois National Guard or retired (minimum 20 yrs) US Armed Forces, if last duty assignment was with the Illinois National Guard. Requires knowledge, skill, and mental development equivalent to completion of four years of high school. Requires three years of military/administrative experience. Requires basic knowledge of standard office procedures and the ability to interpret general direction. Requires strong communication skills, both written and oral. Position is primary sedentary; however may require being on feet or stooping for long periods of time. Requires ability to lift and carry 50 lbs, i.e. heavy boxes of files and supplies, etc. Prefers knowledge of National Guard Civil Engineering training and mobilization procedures and requirements. Prefers the ability to use Microsoft Office Suite including but not limited to Power Point, Excel, Word and Access .

Education Degree

Requires knowledge, skill, and mental development equivalent to completion of four years of high school.  Requires three years of military/administrative experience.

Work Hours:  Monday-Friday  
Work Location: 183rd Air Wing-Capital Airport
Agency Contact:  Natalie.A.Enrietto@Illinois.gov  
Job Function:  Clerical and Administrative Support  

Agency Contact:  Natalie Enrietto

Email: DMA.StatePersonnelHROffice@illinois.gov

Phone #: 217-761-2948

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:

 

*NOTE:  The Department of Military Affairs does not discriminate against any individual because of his or her race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, or unfavorable discharge from military service in connection with employment, real estate transactions, access to financial credit, and the availability of public accommodations in compliance with the Illinois Human Rights Act, the Illinois Constitution, Title VI of the 1964 Civil Rights Acts, Section 504 of the Rehabilitation Act of 1973, as amended, and the U.S. Constitution.  The Equal Employment Opportunity Office is responsible for compliance and may be reached at 217/557-5667.

Department of Defense (DOD) background check and receipt of a DOD Common Access Card (CAC) is required for this position.