State of Illinois is hiring: ADMINISTRATIVE ASSISTANT I in Springfield

Agency: Department of Human Services Class Title: ADMIN ASSISTANT I - 00501 Skill Option: None Bilingual Option: None Opening Date/Time: 11/18/2024 Closing Date/Time: 12/03/2024 Salary: Anticipated Salary: $5,423 - $7,721 per month ($65,076 - $92,652 per year) Job Type: Salaried Category: Full Time County: Sangamon Number of Vacancies: 1 Plan/BU: RC028 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. While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended. Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. Posting Identification Number 42605 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. Position Overview The Division of Early Childhood is seeking to hire a self-motivator who is organized, detailed oriented, and works well with others. Under general direction of the Bureau Administrator, the person will perform a variety of important and confidential functions such as coordinating with internal partners regarding the development, analysis of results, and design and implementation of new or revised policy, procedures, and methods of operation; assisting with completing necessary steps associated with the bureau’s timekeeping; gathering information and independently performs special projects and studies, which are complex and sensitive in nature by using Microsoft Office Suite and other software and platforms in use; analyzing and interpreting data to develop and prepare written special statistical reports; PowerPoint presentations and written briefs; and assisting the Bureau Administrator in reviewing internal and external functions and procedures for effectiveness and efficiency. Essential Functions Performs a variety of important staff functions, assisting in the administrative activities of the Administrative Supports Bureau within the Division of Early Childhood. Researches, gathers information, and independently performs special projects and studies for the Bureau Administrator, some of which are complex and sensitive in nature, using Microsoft Office Suite. Assists in reviewing internal functions, systems, policies, and procedures for effectiveness and efficiency. Enters assignments in a formal tracking system to ensure completion within designated time frames. Handles highly sensitive, confidential, and/or complex materials, and tasks regarding personnel. Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above. Minimum Qualifications Requires knowledge, skills, 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 Three (3) years of experience providing professional administrative/clerical and/or office support, including interpreting programs, services, and procedures for the general-public and/or other internal/external entities. Three (3) years of experience providing administrative leaders office support, organizing email inbox, editing documents, maintaining electronic filing systems, proofing/editing official documents for internal or external review, and responding to inquiries via phone and email. Three (3) years of professional experience researching issues and concerns and preparing meeting summaries and reports and recommendations for policy and/or procedural changes. Two (2) years of professional experience managing the scheduling calendar, and travel itinerary of a complex organization and/or administrative leader with multiple direct reports. Two (2) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, clear, concise, grammatically correct, and completed within designated time frames. One (1) year of experience using Adobe Acrobat Pro DC to create, edit, convert files, combine, export, organize, fill, and sign, comment, protect and digitally sign documents with permissions. Conditions of Employment Requires ability to work outside of normal business hours to meet deadlines. Requires basic proficiency in Microsoft Office software, including SharePoint, PowerPoint, Visio, Project, Teams, Outlook, Word, and Excel. *All conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. Work Hours: 8:30am - 5:00pm Monday - Friday Work Location: 100 South Grand Ave E, Springfield, Illinois, 62762 Division of Early Childhood Administrative Supports Agency Contact: DHS.HiringUnit@illinois.gov Posting Group: Office & Administrative Support; Social Services Posting Group: The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness. As a State of Illinois Employee, you will receive a robust benefit package that includes the following: A Pension Program Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance 3 Paid Personal Business Days annually 12 Paid Sick Days annually (Sick days carry over from year to year) 10-25 Days of Paid Vacation time annually - (10 days in year one of employment) Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable) 13 Paid Holidays annually, 14 on even numbered years Flexible Work Schedules (when available dependent upon position) 12 Weeks Paid Parental Leave Deferred Compensation Program - A supplemental retirement plan Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP) Federal Public Service Loan Forgiveness Program eligibility GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans 5% Salary Differential for Bilingual Positions Commuter Savings Program (Chicago only) For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx 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. State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section. 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