ADMINISTRATIVE ASSISTANT II

State-of-Illinois; Springfield (IL); On-site; USD 78,000 - 100,000; Full time

Benefits offered by this job

Flexible work schedules

Health, Life, Vision, Dental Insurance

Pension Plan

Paid vacation and holidays

Job summary

The Department of Healthcare and Family Services, Division of Medical Programs seeks an Administrative Assistant II to support the Deputy Administrator of Operations and daily office functions. You will interact with staff, public and private organizations to handle inquiries and assist in coordinating programs.

The role requires strong office management skills, precise follow-through, and ability to handle multiple tasks in a fast-paced environment.

Qualifications

• Requires completion of four (4) years of college, preferably with courses in public or business administration.
• Two (2) years of professional experience in a public or private organization.

Responsibilities

• Provides administrative support to the Deputy Administrator of Operations.
• Interacts with state and federal agencies and staff to interpret and install programs and procedures.
• Acts as liaison with executive management and external offices for communications and scheduling.

Skills

Office management

Communication

Liaison

Travel coordination

Policy interpretation

Education

Bachelor's degree

Job description

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at [e-mail] or call [phone] for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Job Requisition ID:57995

BPIS: 07821
Opening Date: 08/18/2026
Closing Date: 09/01/2026
Agency:Department of Healthcare and Family Services
Class Title:ADMINISTRATIVE ASSISTANT II - 00502
Skill Option:None
Bilingual Option:None
Salary: Anticipated starting salary $7,000/monthly; Full salary range $7,000 - $9,000/monthly
Job Type: Salaried
Category:Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code:None
Merit Comp Code:Confidential (Management Bill) Exclusion from RC028 Collective Bargaining Coverage

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 Healthcare and Family Services, Division of Medical Programs is seeking to hire an organized, detail-oriented, fast-paced individual to serve as an Administrative Assistant II. This position will serve as the assistant to the Administrator of the Division of Medical Programs, performing complex administrative tasks to assist with planning, developing, coordinating, and executing daily office functions. Responds to special inquiries and correspondence from staff, public, and private organizations.

The ideal candidate will have a strong knowledge of office management practices, procedures, and programs with the ability to follow written and verbal instructions.

Essential Functions

• Under administrative direction, serves as Medical Programs Administrative Assistant to the Deputy Administratorof Operations in the Division of Medical Programs.
• Confers with state and federal agency representatives and agency staff.
• Serves as liaison, conferring with the Governor’s Office, other state and federal agencies, and privateorganizations regarding the development, interpretation and installation of programs and procedures.
• Confers with managers including but not limited to Bureau Chiefs to interpret and explain policies and procedures.
• Serves as back up travel coordinator for administrative staff.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumeratedabove.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably withcourses in public or business administration.
• Requires two (2) years of professional experience in a public or private organization.

Preferred Qualifications

• Minimum of two (2) years of professional experience serving as a staff assistant working for executive level management.
• Minimum of two (2) years of professional experience conducting special projects and evaluating existing and/or proposedprograms.
• Minimum of two (2) years of professional experience interpreting programs, rules, and regulations for a public or privateorganization or state agency.
• Minimum of two (2) years of professional experience communicating detailed information both verbally and in writtenformat.
• Minimum of two (2) years of professional experience serving as a liaison for executive level management in meetings.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• Requires the ability to utilize and maintain state issued equipment such as a laptop.
• 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 jobdescription.

About the Agency

At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained.

HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion. We welcome and value employees with different backgrounds, life experiences, and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.HFS is an equal opportunity employer.

Benefits Statement

Employees receive a robust benefit package including:

• Flexible work schedules are available in many program areas. (Remote work may be an option for certain positions.)
• Health, Life, Vision, and Dental Insurance
• Pension Plan
• Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
• Employees earn (12) paid Sick Days annually.
• New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
• Employees earn (3) paid Personal Days annually.
• (13-14) paid holidays annually (based on start date)

Work Hours: Monday - Friday 8:30 a.m. to 5:00 p.m.
Headquarter Location:201 S Grand Ave E, Springfield, Illinois, 62704
Work County: Sangamon
Email: [e-mail]
Posting Group: Office & Administrative Support