Staff Assistant (Administrative Assistant 1)
Springfield, IL, US, 62704
Job Requisition ID: 46928
Posting Date: 5/2/2025
Closing Date: 05/15/2025
Agency: Department of Innovation and Technology
Class Title: ADMIN ASSISTANT I - 00501
Skill Option: None
Bilingual Option:
Salary: Anticipated Starting Pay $5,423/month; Full Range $5,423 - $7,721
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code: RC028
Merit Comp Code: None
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.
No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
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
Essential Functions
- Under general direction, serves as the Staff Assistant to the Chief Information Officer (CIO) for the Department of Innovation & Technology (DoIT), supporting the Illinois Department of Veteran’s Affairs (IDVA), performing a variety of complex and sensitive staff functions and administrative support.
- Develops, compiles, and organizes information needed for the preparation of special operating requests received, and creates, disseminates, and schedules confidential meetings for the manager and staff within the Information Services section.
- Assists in the coordination and control of activities and materials in and out of the Information Services section and the CIO’s office by maintaining and coordinating the manager’s schedule, including confidential and privileged access to the CIO’s outlook items.
- Serves as a correspondence control manager in reviewing and disseminating incoming correspondence by receiving, opening, prioritizing, routing, and controlling incoming and outgoing mail that may contain sensitive material.
- Advises and directs staff in the execution of office policies and procedures by interpreting directives issued by the manager and functions as a representative of the DoIT/IDVA CIO in delivering talks on unit activities to staff and other interested parties.
- 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.
Preferred Qualifications (In Order of Significance)
- One (1) year of professional administrative experience in an assistant, staff assistant, personal assistant, or equivalent role, performing a variety of complex and sensitive staff functions and administrative support.
- One (1) year of professional experience drafting and preparing professional correspondence, reports, and documents ensuring grammatical correctness and accuracy.
- One (1) year of professional experience managing incoming and outgoing mail, including prioritization, routing, and handling of sensitive materials with proper security and confidentiality procedures.
- One (1) year of professional experience managing multiple assignments or projects simultaneously, ensuring accuracy, prioritization, and attention to detail, while providing regular status updates to management.
- One (1) year of professional experience evaluating existing and proposed programs, policies, and procedures, while effectively interpreting and communicating them to staff, the general public, and external organizations.
- One (1) year of professional experience advising and guiding staff in implementing office policies, procedures, and management directives to ensure effective operations and cross-unit collaboration.
- One (1) year of professional experience utilizing Microsoft Word, Outlook, Excel, Access, Teams, SharePoint, or other similar programs utilized for reports, data management, collaboration, and document creation.
- Ability to analyze administrative problems and adopt an effective course of action.
- Ability to develop and maintain cooperative working relationships.
- Demonstrated verbal and written communication skills.
Conditions of Employment
Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.
- 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.
- Requires self-disclosure of criminal history.
- Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone and any other required equipment or devices.
- Requires the ability to work outside of normal business hours to meet deadlines.
- Requires ability to lift and carry objects weighing up to 20 pounds. This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
- Requires ability to travel in performance of duties.
- Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays.
- The conditions of employment listed are incorporated and/or related to any duties included in the position description.
Work Hours: Monday - Friday 8:30am - 5:00pm Central Time
Work Location: 833 S Spring St Springfield, IL 62704-2617
Agency Contact: Lois Green
Email: lois.d.green@illinois.gov
Posting Group: Office & Administrative Support
This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.
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:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
Nearest Major Market: Springfield