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MILITARY ADMINISTRATIVE ASSISTANT I - 0050100 1

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  Feb 9, 2021
Location: 

Springfield, IL, US, 62702-2317

Job Requisition ID:  707

Agency:  Department of Military Affairs  
Salary:  $3831 - $8115 monthly 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  Exempt under 4d(1), (2), (3), or (6) of the Personnel Code 000 

Department:  Comptroller

Schedule:  7.5 daily, M-F

Hours: 8 am - 4 pm (1/2 hr paid lunch)

Date Posted: 3/5/21

Last Day to Apply: 3/19/21

 

BID NOTICE #:   703 - 2nd posting

 

DO NOT APPLY ONLINE!

HOW TO APPLY:   Must complete and submit an FM115-R application before the closing date to the Department of Military Afffairs, State Personnel Office, 1301 N. MacArthur Boulevard, Springfield, IL 62702-2399.  Applications may be obtained by visiting the website at http://www.il.ngb.army.mil/ select "Employment Opportunities" then select "DMA FM-115".  Mail forms to Department of Military Affairs, State Personnel Office, 1301 N. MacArthur Boulevard, Springfield, IL 62702-2399, email to ng.il.ilarng.mbx.state-personnel@mail.mil or fax them to 217/761-3418 or. NOTE: Applications submitted on forms issued prior to the 07/2015 revision will NOT be accepted.

 

FOR ADDITIONAL INFORMATION:  Contact Deb Singer at (217) 761-3786

 

 

SUBMIT APPLICATIONS TO: (Must be postmarked by closing date)

Illinois Department of Military Affairs

ATTN:  State Personnel Office

1301 N MacArthur Blvd

Springfield, IL 62702

FAX: 217-761-3418

EMAIL: ng.il.ilarng.mbx.state-personnel@mail.mil

 

CURRENT STATE OF ILLINOIS EMPLOYEES MUST SUBMIT A SEPARATE BID FORM AND APPLICATION FOR EACH POSITION APPLIED FOR

Job Responsibilities

1.  Assists in planning, development, and execution of operating procedures for the Division. Analyzes existing operations and makes recommendations to improve service, increase efficiency, and reduce costs.

2.  Assists Deputy Fiscal Officer in the preparation of GAAP reporting requirements; end-of-period quarterly and annual financial reporting, as required by the Illinois Comptroller; monthly, quarterly, and annual report of agency locally held funds; and the annual financial reports of Federal Funding forms, Legislative Research Unit (LRU) form LRU 191, and the applications for State Application Identifier Number forms LRU 192.

3.  Assists in the preparation of account reconciliations for all funds, including receipts, cash balances, appropriation and obligation balances.

4.  Researches and organizes background materials necessary in responding to management and external inquiries; independently prepares letters of response and/or verbal responses to inquiries as appropriate. Prepares amendments, letters for management utilization; establishes and maintains appropriate files and follow up.  Assists Deputy Fiscal Officer in the preparation/collection of audit documents, responds to inquiries from audit staff and/or Chief Internal Auditor.

5.  Serves as the primary Liaison for the Division to the Illinois Army and Air National Guard, United States Property and Fiscal Office (USPFO), and all necessary state Agencies or Departments. Works as the primary point of contact for all State Active Duty functions with Illinois National Guard, USPFO, and state Agencies and Departments.  

6.  Serves as personnel liaison between the Agency Payroll Officer, and the Personnel Office, on personnel-related matters. Acts as resource for Division Management and supervisory staff regarding personnel-related matters.

7.  In conjunction with and/or in the absence of the Deputy Fiscal Officer, analyzes, disseminates, tracks and follows up on correspondence, policy notices, and verbal requests pertaining to policy/program issues from the public, other agencies, and other divisions/sections.

8. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Knowledge, Skills, and Abilities

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 college, with preference of courses in business administration and accounting.  Prefers one year progressively responsible experience in State Active Duty mission processing, including but not limited to vendor communications, validation procedures, and payroll processing, Prefers three years of progressively responsible experience in a public or business organization to include two years of progressively responsible professional experience in accounting, external auditing, budgetary planning and control of public accounting. Requires extensive knowledge of accounting and auditing theory, principles, methods and procedures. Prefers extensive knowledge of laws, rules and regulations relating to State or non-State accounting and auditing procedures including GAAP reporting. Prefers working knowledge of office methods, procedures, standard office accounting machines and equipment. Requires extensive knowledge and experience of computer capabilities, usage and of computer software specifically Excel. The position is primarily sedentary, although some slight physical effort may be required.

Education Major

  • public or business administration

Work Hours:  8 - 4 M-F  
Work Location: 1301 N Macarthur Blvd Springfield, IL 62702-2317  
Agency Contact:  Debra.Singer2@Illinois.gov  
Job Function:  Clerical and Administrative Support  

 

 

DO NOT APPLY ONLINE.

 

Must acquire and maintain a Common Access Card (CAC) issued by Department of Defense for computer access.