Administrative Operations Specialist (ADMINISTRATIVE ASSISTANT I)

Job Requisition ID: 42749 Closing Date/Time: 12/02/2024;11:59PM Agency: Department of Revenue Class Title: ADMIN ASSISTANT I - 00501 Skill Option: None Bilingual Option: None Salary: $5,423-$7,721/monthly (Anticipated Salary for Non-State $5,423) 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. Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. Posting Identification Number 42749 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 Illinois Department of Revenue (IDOR) is seeking to hire an Administrative Operations Specialist (Administrative Assistant I) for its Document Control & Deposit Division (DC&D). This role is essential for supporting the division by coordinating internal and external communications, managing confidential documents, and assisting visitors. The Administrative Operations Specialist will oversee policy development, operational studies, and report generation, ensuring efficient workflow and compliance. Responsibilities include serving as a liaison for program changes, coordinating training sessions, and managing timekeeping and personnel records. The ideal candidate will be proficient in data analytics and Microsoft Excel and have strong organizational skills. The benefits of working at Department of Revenue include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick, or personal leave, thirteen holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). Essential Functions Under general direction, leads the strategic planning, development, and implementation of policies and procedures across the division, ensuring alignment with departmental goals and regulatory requirements. Maintains clear and accessible documentation for staff reference and conducts training sessions to keep staff updated. Serves as the primary point of contact for internal and external communications within the Document Control & Deposit (DC&D) Division, handling complex and highly confidential documents. Conducts in-depth operational studies, compiles findings, and recommends strategies to enhance efficiency and program improvements. Utilizes software and tools to generate, analyze, and distribute essential reports. Serves as a liaison with agency personnel regarding changes or establishment of new programs. Undertakes special projects designated by section managers, which encompass research, data compilation, and detailed report preparation. Manages personnel and timekeeping administration for the division, ensuring accurate record-keeping and processing of staff-related requests. Serving as a representative of DC&D, travels to conduct training, attend meetings and participate in seminars. Regularly participates in staff meetings, maintains a OneNote for swift referencing, and distributes information on changes or additions to policies and procedures to DC&D staff and other stakeholders throughout the Illinois Department of Revenue (IDOR). Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above. Minimum Qualifications Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in public or business administration. Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program. Preferred Qualifications Four (4) years of experience administering an office with professional staff. Three (3) years of project management experience to include overseeing projects from start to finish. Two (2) years of experience in data analytics, reporting, or similar roles with a focus on complex data presentation. Two (2) years of experience using OneNote or similar note-taking software for organizational purposes. Advanced proficiency using Microsoft Excel or similar spreadsheet software. Conditions of Employment Requires the ability to successfully complete a tax compliance and fingerprint-based background check. Requires the ability to use and secure a state issued mobile device, e.g., cellular phone, laptop computer, tablet, etc. Requires ability to travel in the performance of duties, with overnight stays as appropriate. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. Agency Statement The Illinois Department of Revenue (IDOR) administers Illinois tax laws and collects taxes in a fair, consistent, and efficient manner to provide accurate, timely, and reliable funding and information to state and local constituents. By using best practices, IDOR strives to continuously innovate and increase accuracy, efficiency, and productivity in all areas of operations and tax administration, thereby earning respect, delivering value, and being a trusted source of information. IDOR is a professional-minded governmental entity that values its employees and invests in their success through training and engagement. IDOR values diversity, both culturally and professionally, and believes it can foster a more productive work environment best suited for serving the citizens and taxpayers of Illinois. Work Hours: 8:00AM-4:30PM: Monday-Friday Work Location: IL Dept of Revenue Account Processing- Returns & Deposit Operations / Document Control & Deposit 101 W Jefferson St, Springfield, Illinois, 62702 Agency Contact: REV.PostingQuestions@Illinois.gov Illinois Department of Revenue - Human Resources Willard Ice Building, 101 W Jefferson St, WIB Mail Code 5-110, Springfield, IL 62702 PHONE- 217-524-3954 Posting Group: Leadership & Management This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs). 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. We recommend a copy of your resume be included with the application. 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 Tracking #36627