Data Systems Manager - Office Automation

Illinois Secretary of State; Springfield (IL); On-site; USD 59,000 - 131,000; Full time

Job summary

The Illinois Secretary of State, Office of the Data Systems Manager – Enterprise Applications, leads the Office Automation unit within the IT Business Services Office. You will supervise IT professionals responsible for enterprise productivity tools, automation, and governance to ensure reliable service delivery.

You will collaborate with agency stakeholders, plan modernization efforts, manage projects, and oversee budgets for tools and licenses.

Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in mathematics, statistics, or computer science.
• Four years of progressively responsible professional experience in systems analysis, operations, software or a related data processing function.
• Knowledge of management principles and ability to govern enterprise productivity tools.

Responsibilities

• Leads, supervises, and mentors the Office Automation team; manages assignments, workload, and staff development.
• Oversees daily operational support for enterprise office productivity and automation tools; ensures uptime and incident resolution.
• Identifies modernization opportunities and aligns tools with agency architecture and security standards.
• Serves as liaison to business units; translates needs into technical requirements and plans.
• Manages projects related to Office Automation; ensures documentation and governance.
• Assists in budgeting for tools, licenses, services, and staffing; tracks expenditures and procurement.
• Ensures IT governance, cybersecurity standards, and state policies compliance.

Skills

Leadership

Team management

Operations management

Strategic planning

Stakeholder communication

Budgeting

Governance & compliance

Project management

Office productivity tools

Education

Four-year college degree

Four years professional experience in systems analysis/IT

Job description

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title: Data Systems Manager – Enterprise Applications
Division: Business Services Office
Union: IFT
Location: 501 S 2nd St, Springfield, IL – Sangamon County
Salary: Range $5,290 to $11,762 monthly – commensurate with experience

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

Applicants must be authorized to work in the United States; the Office of the Secretary of State will not complete certification and/or sponsorship requests.

Overview:

Provides day‑to‑day leadership, operational oversight, and strategic direction for the Office Automation unit within the Enterprise Applications division of the IT Business Services Office; this role manages a team of IT professionals responsible for the support, enhancement, and governance of enterprise-wide office productivity tools and automation technologies; ensures reliable service delivery, drives modernization efforts, and collaborates with agency stakeholders to align Office Automation initiatives with organizational objectives; works with departments across the agency to help ensure efficiency goals are met and help align enterprise productivity solutions meet business need.

Duties and Responsibilities:

• Leadership & Team Management-Leads, supervises, and mentors the Office Automation team; Manages assignments, workload balancing, staff performance, and skill development; Promotes collaboration with Enterprise Applications and other ILSOS IT teams.
• Operations & Service Delivery-Oversees daily operational support for enterprise office productivity and automation tools; Ensures system uptime, work queue management, service request fulfillment, and incident resolution; Coordinates scheduled maintenance, patching, and upgrades.
• Strategic Planning & Modernization-Identifies and recommends modernization opportunities, emerging technologies, and workflow improvements; Contributes to long‑term planning for Office Automation tools, platforms, and service delivery models; Aligns technology choices with agency architecture and security standards.
• Stakeholder Engagement & Communication-Serves as primary liaison to business units seeking automation support or enhancements; Translates business needs into technical requirements and actionable plans; Communicates progress, risks, and operational performance to leadership.
• Project & Portfolio Management-Manages projects related to Office Automation, including planning, resource coordination, and delivery tracking; Ensures proper documentation, change control, and adherence to project governance.
• Budgeting & Fiscal Responsibility-Assists in development and monitoring of budgets for tools, licenses, services, and staffing related to Office Automation; Tracks expenditures, forecast needs, and support procurement and renewal cycles; Collaborates with IT leadership to ensure fiscal accountability and cost‑effective decision‑making.
• Compliance, Governance & Reporting-Ensures compliance with IT governance, cybersecurity standards, and state policies; Prepares or supports audit documentation and required operational reporting.
• Performs additional responsibilities assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in mathematics, statistics, or computer science and four years of progressively responsible professional experience in systems analysis, operations, software or a related data processing function.

Knowledge, Skills and Abilities:

• Requires extensive knowledge in computer hardware, software, communications or applications.
• Requires extensive knowledge of data systems applied research procedures and systems modeling.
• Requires working knowledge of management principles and practices.
• Requires ability to develop and manage a sophisticated function of a management information system.
• Requires ability to conduct subsystem assurances.
• Requires ability to resolve management problems through computer applications.
• Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
• Requires the ability to lift, carry, and push/pull 0 – 50lbs.

Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.

Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.

Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.