Office Manager

Job Requisition ID: 43185 Opening Date: December 19, 2024 Closing Date/Time: 01/03/2025 Agency: Department of Human Services Class Title: EXECUTIVE I - 13851 Skill Option: None Bilingual Option: None Salary: Anticipated Salary $5,703-$8,170/month ($68,436-$98,040/year) Job Type: Salaried Category: Full Time County: Cook Number of Vacancies: 1 Plan/BU: RC062 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 43185 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 Family & Community Services is seeking to hire an energetic and detail-oriented office manager to oversee the office support operations of the Cook County Region 1 North Local Office in Northside. The position organizes, plans, executes, controls and evaluates the activities of staff engaged in maintaining central files, operating the office switchboard, client transactions processing, office maintenance, petty cash, building security and grounds keeping; monitors local office budget for equipment, commodities, supplies, travel and other administrative costs; and authorizes expenditures. Through our programs, services and prevention efforts, the Division improves the health and well-being of individuals and promotes self-sufficiency and integrity of families of Illinois. Essential Functions Serves as office manager of a local Family and Community Services (FCS) office. Serves as a working supervisor. Utilizing Microsoft Office Suite, including Excel, reviews non-programmatic expenditures for the office. Manages the physical operations of the office to ensure that office equipment and physical plant operates efficiently and safely. Meets and confers with program staff in the local office to discuss production and resolves operational problems. Initiates or approves recommendations for personnel actions such as requisitions for personnel replacements, requests for the establishment or abolishment of positions. 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 coursework in business or public administration. Requires one (1) year of responsible administrative experience in a public or business organization, OR completion of an agency approved professional management training program. Preferred Qualifications Three (3) years of professional experience utilizing principles and practices of public and business administration. Two (2) years of professional experience in office management for a public or private organization. Two (2) years of professional experience managing the physical operations of an office of a public or private organization. Two (2) years of professional experience in a public assistance eligibility system such as Integrated Eligibility Systems (IES). One (1) year of professional experience thinking independently with strong organizational, interpersonal, problem solving, and leadership skills. One (1) year of professional supervisory experience assigning work, providing guidance to subordinates, training staff, approving time off, and preparing and signing performance evaluations. Conditions of Employment Requires basic proficiency in Microsoft Office Suite, including Excel. *All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description. Work Hours: Monday-Friday, 8:30am-5pm; 1-hour unpaid lunch Work Location: 6200 N Hiawatha Ave Chicago, IL 60646-4309 Family and Community Services Region 1 North Office Services Northside Office/Cook County Agency Contact: DHS.HiringUnit@illinois.gov Posting Group: Leadership & Management; Social Services About the Agency: 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