Administrative Assistant III #1711

Illinois State Board of Education; Springfield (IL); On-site; USD 38,000 - 56,000; Full time

Job summary

The Illinois State Board of Education is seeking a highly organized administrative professional to support the Executive Directors and staff, coordinating appointments, scheduling, travel, and document preparation.

Duties include handling confidential personnel matters, budget monitoring, records management, mail processing, and acting as liaison across departments, requiring strong written and verbal communication and proficiency with Microsoft Office.

Qualifications

• High school diploma or equivalent.
• 2 years of progressively responsible administrative support or programmatic experience.
• Proficient in Microsoft Office and related apps.

Responsibilities

• Coordinates appointments and organizes schedule for executives.
• Schedules meetings, makes travel arrangements, and maintains itineraries.
• Prepares correspondence, reports, presentations, and materials for meetings and conferences.
• Maintains material filing systems (electronic).
• Acts as liaison across departments and interprets office policies.
• Timekeeping and budget monitoring, including MIDAS entries.

Skills

Administrative support

Communication skills

Interpersonal skills

Organizational skills

Problem solving

Education

High school diploma or equivalent

Some college

Tools

Microsoft Teams

Microsoft Word

PowerPoint

Excel

Adobe

Job description

Reporting to the Executive Director of Regulatory Services, performs highly skilled administrative support duties.

Duties and Responsibilities

• Coordinates appointments and organizes schedule for the Executive Director of Improvement and Innovation and the Executive Director of Regulatory Services.
• Performs duties such as scheduling meetings, making travel arrangements, and maintaining itineraries for staff reporting to the Executive Directors.
• Performs a variety of highly skilled administrative support duties such as: prepares correspondence, reports, presentations, and materials for meetings and conferences utilizing a computer and various software packages.
• Assembles and maintains material filing system(s), e.g., electronic.
• Acts as liaison for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services to personnel of the various assigned departments, interpreting office policies per the Executive Directors' directives and assists, when feasible, outside clients and many other internal agency personnel.
• Serves as timekeeper for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services and may serve as backup timekeeper for departments reporting to the Executive Directors.
• Handles confidential information or materials on personnel matters such as grievances or labor relations issues.
• Monitors and maintains budget, including entering various MIDAS related activities into the system such as travel reimbursement and expense claims.
• Processes numerous phone calls and inquiries for the Executive Director of Improvement and Innovation and Executive Director of Regulatory Services and dispatches those calls to be forwarded to other staff.
• Assists legislators, government officials, and school personnel by answering questions and addressing preliminary concerns.
• Opens, date stamps, logs, and prioritizes daily mail and faxes.
• Maintains and tracks property inventory records.
• In coordination with the Agency's Records Management Coordinator, serves as department liaison for records management.
• Performs other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Two years of progressively responsible administrative support or programmatic experience in an office setting involving duties such as complex typing, computer work, personnel functions, fiscal procedures, and other specialized activities.
• Extensive knowledge of office practices and procedures.
• Extensive knowledge of grammar, spelling, punctuation, and excellent verbal and written communication skills.
• Proficient in office applications, e.g., Microsoft applications (Teams, Word, PowerPoint, Excel, Adobe, etc.).
• Superior interpersonal skills.
• Ability to problem solve.
• Highly organized and able to comprehend and interpret policies and processes.

Preferred Qualifications

• Some college.