Job Description

Job Requisition ID:  44978 

Opening Date: March 21, 2025

Closing Date/Time:  04/03/2025​

Agency:  Department of Human Services
Class Title:  ADMINISTRATIVE ASSISTANT II - 00502 
Skill Option:  None 
Bilingual Option:  None 
Salary:  Anticipated Salary $6,005-$8,678/month ($72,060-$104,136/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 website. State of Illinois employees should click the link near the top left to apply through the 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 44978

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 and Community Services is seeking to hire an Administrative Assistant to serve as administrative support to the Associate Director. This position performs a variety of staff assignments relating to the overall administration of the Office of Policy and Program Integrity, some of which are sensitive and controversial in nature; assists the Associate Director and program staff in managing highly sensitive and controversial information and financial information regarding programs, such as budgets, salaries and other office issues, as well as correspondence to and from the Director, Secretary and the Governor’s Office.

Essential Functions

• Serves as administrative support to the Associate Director in the execution of operating procedures.

• Assists the Associate Director and program staff in managing highly sensitive and controversial information and financial information regarding programs, such as budgets, salaries and other office issues, as well as correspondence to and from the Director, Secretary and the Governor’s office.

• Monitors travel for staff.

• Coordinates major conferences, meetings, workshops, special events, training, etc. sponsored by the Department.

• Assists in projecting future operating needs based on current and past utilization.

• 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 (4) years of college, preferably with courses in public or business administration. 

• Requires two (2) years of professional experience in a public or private organization.

Preferred Qualifications

• Three (3) years of professional experience managing a multiparty calendar, monitoring multiple inboxes, organizing appointments, and scheduling meetings using software such as Outlook and WebEx.

• Three (3) years of professional experience meeting frequent deadlines with strong attention to detail, utilizing critical thinking and problem-solving skills.

• Three (3) years of professional experience successfully coordinating projects and prioritizing work with the ability to multi-task and work independently, using notetaking tools such as OneNote. 

• Two (2) years of professional experience efficiently tracking status and completion of assignments across the office to ensure those tasks are fully completed within designated time frames, using organizational tools such as Excel and Access.

• Two (2) years of professional experience working with programs, policies and procedures for a public or private organization.

• Two (2) years of professional experience functioning as a confidential assistant in matters relating to personnel, payroll, client information, program policy or legal/legislative matters.

Work Hours: Monday-Friday, 8:30am-5pm; 1-hour unpaid lunch.

Work Location: 100 South Grand Ave E, Springfield, Illinois, 62762

Family and Community Services

Office of Policy and Program Integrity

Administration

Sangamon County

Agency Contact: [email protected]

Posting Group: Office & Administrative Support; 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: 

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:

• [email protected]
• [email protected]

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