Staff Assistant (ADMINISTRATIVE ASSISTANT I)

Illinois Comptroller; Westchester (IL); On-site; USD 65,000 - 93,000; Full time

Job summary

The Illinois Department of Public Health is seeking a Staff Assistant to join the Division of Long Term Care Field Operations. The role performs a range of administrative tasks, replies to inquiries, and helps with document preparation for the division.

Qualified candidates have a four-year college education and at least one year of professional experience; strong MS Office, Smartsheet, and virtual meeting tools are preferred. The position offers solid benefits and a structured work environment.

Qualifications

• Requires four years of college, preferably with courses in public or business administration.
• Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.
• Two years’ experience with Microsoft Office Suite.
• Two years’ experience creating, using Smartsheet.
• Two years’ experience organizing meetings, transcribing minutes and providing communication through virtual applications (WebEx, Zoom).
• Two years’ experience working with long term care facility administrative regulations and LLCS technology.
• Two years’ experience using artificial intelligence applications in the workplace to assist with summarizing documents, regulations and reports.

Responsibilities

• Performs a variety of administrative functions for the Division of Long Term Care Field Operations.
• Responds to inquiries through written and verbal communication.
• Assists with copying, collating and completing a variety of documents for the Division.
• Oversees meetings and communications as required.
• Serves as long term care liaison between LLCS project lead and the Division of Field Operations.

Skills

Detail oriented

Education

Four-year college degree

Tools

Microsoft Office Suite

Smartsheet

WebEx/Zoom

Job description

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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:57342Office: Health Care Regulation

Division: Long Term Care Field Operations

Posting ID: PAR 44-27-0001 / 57342

Posted: 08/14/2026 - 08/27/2026
Agency: Department of Public Health
Class Title:ADMIN ASSISTANT I - 00501Salary:Anticipated Starting Salary $5,834 MONTHLY; Full Range $5,834 - $8,307 MONTHLY
Job Type: Salaried
Category:Full Time
County: Cook
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.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

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 Illinois Department of Public Health is seeking a highly motivated, detailed oriented individual to serve as a staff assistant to the Division of Long Term Care Field Operations. This individual preforms a variety of administrative functions necessary to the operation of the Division. Responds to inquiries through written and verbal communication. Assists with copying, collating and completing a variety of documents for the Division.

Benefits Statement

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources
• Functions as the staff assistant to the Division Chief for Long Term Care Field Operations.
• Oversees personnel process for the Division of Long-Term Care Field Operations.
• Independently responds to inquiries regarding the assigned programs for the Division of LTC FO.
• Serves as long term care liaison between LLCS project lead and Division of Field Operations.
• Represents the Division Chief at meetings as required.
• 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

• Two (2) years experience in Microsoft Office Suite (i.e., Word, Outlook, Excel, and PowerPoint).
• Two (2) years experience creating, using logic, developing continuity and maintaining Smartsheet.
• Two (2) years experience organizing and managing meetings, transcribing minutes and providing communication through virtual applications (i.e., WebEx, Zoom).
• Two (2) years experience working with long term care facility administrative regulations and requirements.
• Two (2) years experience working with LLCS technology, developing reports and troubleshooting administrative issues and providing recommendations for fixes.
• Two (2) years experience using artificial intelligence applications in the workplace to assist with summarizing documents, regulations and reports.

Conditions of Employment

• Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during state employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (OEIG) or may be subject to a fine.
• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.

*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $1.8 Billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,400 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

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

Revolving Door:

Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment duringState employment or within one year immediately after ending State employment, the employee shall,prior to accepting any such non-State employment offer, notify the Office of the ExecutiveInspector Generalfor the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.