Operations Assistant

Position Overview

Are you looking for a rewarding career with an organization that values its team members and truly makes a difference in communities throughout the state? The Illinois Department of Commerce and Economic Opportunity (DCEO) is seeking to hire an Operations Assistant (Administrative Assistant II) for its Springfield office. This person will serve as the main point of contact for outside inquiries to the agency, as well as perform administrative support to DCEO's operations. The ideal candidate for this position will have great attention to detail, the ability to multitask, and experience managing core functions for a large office. If you enjoy working in a fast-paced environment with a wide variety of stakeholders, this position might be a good fit for you. If you possess this knowledge, skill, ability, and experience, we invite you to apply to join the DCEO team! 

Essential Functions

• Under general direction, provides executive-level administrative support to the Deputy Director of Management Operations and carries out a broad range of administrative duties associated with the functions and activities of the department.
• Provides strategic oversight and operational support to the agency by collaborating with other divisions and departmental staff to ensure successful onboarding and offboarding of employees.
• Acts as a liaison between agency personnel and relevant departments, ensuring effective communication and support.
• Functions as the primary receptionist for the agency, managing inbound calls and directing them to the appropriate departments or personnel.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires the knowledge, skill, and mental development equivalent to the completion of four (4) years of college, preferably with courses in public or business administration. 
• Requires two (2) years professional experience in a public or private organization. 

Preferred Qualifications

• Prefers two (2) years of professional experience administering operations and support functions for a business or public sector organization.
• Prefers advanced proficiency in organizing multi-faceted and inter-departmental processes.
• Prefers intermediate level experience in the utilization of spreadsheet software, document creation, email, and cloud-based platforms.
• Prefers intermediate level experience processing invoices and compiling financial reports from within an electronic financial system. 
• Prefers working knowledge of onboarding and offboarding employees in a private or public organization. 
• Prefers intermediate level experience working with executive level staff on a frequent basis. 
• Prefers intermediate level knowledge in government travel rules and regulations. 

Conditions of Employment

• Requires ability to travel in the performance of duties, with overnight stays as appropriate. 
• Requires appropriate, valid driver’s license. 
• 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 completion of a background check and self-disclosure of criminal history. 
• This position is considered medium work as defined by the U.S. Department of Labor (20 CFR 404.1567(c)). Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. 

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

About the Agency

The mission of the Illinois Department of Commerce and Economic Opportunity (DCEO) is to create equitable economic opportunities across the State of Illinois. By attracting and supporting major job creators, investing in communities, strengthening Illinois’ world-class workforce, fostering innovation, and ushering in the new clean energy economy, DCEO works to fortify Illinois’ reputation as a global economic powerhouse while ensuring Illinois is the best state to live, work and do business.