Administrative Assistant I

Talentify; Springfield (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

The Illinois Department of Human Services is seeking an Administrative Assistant I for the Bureau of Expenditure Accounting in Springfield, IL. The role supports the Bureau Chief, handles special projects, and maintains complex databases to ensure timely responses.

Essential duties include coordinating personnel transactions, managing schedules and correspondence, ordering supplies, and safeguarding confidential records.

Qualifications

• Completion of four years of college, preferably with courses in public or business administration.
• One year of professional experience in a public or private organization OR completion of an agency approved professional management training program.

Responsibilities

• Serve as staff assistant to the Bureau Chief of Expenditure Accounting.
• Act as a correspondence control manager.
• Maintain confidential records pertaining to security and use of PCs, secured databases, and equipment.
• Coordinate personnel transactions including grievance and discipline.
• Coordinate schedule for Bureau Chief, including meetings and agendas.
• Order supplies and serve as property control coordinator.
• Perform other duties within the scope of the enumerated duties.

Skills

Administrative support

Calendar management

Confidentiality handling

Project management

Education

4-year college degree

Public or business administration coursework

Tools

Microsoft Office

Word

Outlook

Excel

PowerPoint

Job description

Salary: Anticipated Salary: $5,834-$8,307/month ($70,008-$99,684/year)

Job Type: Hourly

Category: Full Time

County: Sangamon

Number of Vacancies: 1

Bargaining Unit Code: RC028 Paraprofessional Human Services Employees, AFSCME

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position. The posting window for internal applicants in accordance with applicable collective bargaining agreements has already passed. The system will only allow external applications for other means consideration at this time. Internal applicants who have already applied are not required to reapply externally for consideration at other means.

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.

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 Department of Human Services is seeking to hire and Administrative Assistant I for the Bureau of Expenditure Accounting located in Springfield, Illinois. Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief. Serves as staff assistant handling special projects. Implements and monitors office policies and work relative to efficiency and productivity. Acts as a correspondence control manager. Develops and maintains complex databases to track and analyze incoming and completed assignments to ensure timely and accurate response from the Bureau. Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment.

Essential Functions

• Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief.
• Acts as a correspondence control manager.
• Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment.
• Coordinates all personnel transactions for the Bureau of Expenditure Accounting which contain administrative, personnel, and labor relations information including grievance and discipline.
• Coordinates schedule for Bureau Chief, including meeting arrangements, agendas, and compilation of support documents.
• Order supplies and serves as property control coordinator for the Bureau of Expenditure Accounting.
• Performs other duties as assigned or required 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 OR completion of an agency approved professional management training program

Preferred Qualifications

• Three (3) years of experience providing administrative support working with office practices, procedures and programs in a public or private business organization.
• Three (3) years of experience in software application such as, Microsoft Office Suite, Word, Outlook, Excel and PowerPoint in the preparation of reports, developing databases, files, logs, etc.
• Two (2) years of professional experience managing projects, multiparty calendar, multiple inboxes, organizing appointments, and scheduling meetings for a public or private organization.
• 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 timeframes.
• Two (2) years professional experience working in public or private organization maintaining confidentiality and handling sensitive information with professionalism.

Work Hours: Mon.-Fri., 8:00am-4:30pm, 1 hour unpaid lunch

Headquarter Location: 100 S Grand Ave E, Springfield, Illinois, 62762

Office of Fiscal Services (20103)

Bureau of Expenditure Accounting

Springfield/Sangamon County

Work County: Sangamon

Agency Contact: [e-mail]

Posting Group: Office & Administrative Support; Social Services

About the Agency:

The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being of everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.

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://cms.illinois.gov/benefits/stateemployee.html

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).