ADMINISTRATIVE ASSISTANT II

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 CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 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). 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 .

Springfield, IL, US, 62762

Job Requisition ID: 44978

Opening Date: March 21, 2025

Closing Date/Time: 04/03/2025 ​

Agency: Department of Human Services
Class Title: ADMINISTRATIVE ASSISTANT II - 00502
Skill Option: None
Bilingual Option: None
Salary: Anticipated Salary $6,005-$8,678/month ($72,060-$104,136/year)
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028

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 positionMUSTapply 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.

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 theAdditional Documentssection 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.

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

Posting Identification Number 44978

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 Division of Family and Community Services is seeking to hire an Administrative Assistant to serve as administrative support to the Associate Director. This position performs a variety of staff assignments relating to the overall administration of the Office of Policy and Program Integrity, some of which are sensitive and controversial in nature; assists the Associate Director and program staff in managing highly sensitive and controversial information and financial information regarding programs, such as budgets, salaries and other office issues, as well as correspondence to and from the Director, Secretary and the Governor’s Office.

Essential Functions

• Serves as administrative support to the Associate Director in the execution of operating procedures.

• Assists the Associate Director and program staff in managing highly sensitive and controversial information and financial information regarding programs, such as budgets, salaries and other office issues, as well as correspondence to and from the Director, Secretary and the Governor’s office.

• Monitors travel for staff.

• Coordinates major conferences, meetings, workshops, special events, training, etc. sponsored by the Department.

• Assists in projecting future operating needs based on current and past utilization.

• Performs other duties as required or assigned which are reasonably within the scope of 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 two (2) years of professional experience in a public or private organization.

Preferred Qualifications

• Three (3) years of professional experience managing a multiparty calendar, monitoring multiple inboxes, organizing appointments, and scheduling meetings using software such as Outlook and WebEx.

• Three (3) years of professional experience meeting frequent deadlines with strong attention to detail, utilizing critical thinking and problem-solving skills.

• Three (3) years of professional experience successfully coordinating projects and prioritizing work with the ability to multi-task and work independently, using notetaking tools such as OneNote.

• 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 time frames, using organizational tools such as Excel and Access.

• Two (2) years of professional experience working with programs, policies and procedures for a public or private organization.

• Two (2) years of professional experience functioning as a confidential assistant in matters relating to personnel, payroll, client information, program policy or legal/legislative matters.

Work Hours: Monday-Friday, 8:30am-5pm; 1-hour unpaid lunch.

Work Location: 100 South Grand Ave E, Springfield, Illinois, 62762

Family and Community Services

Office of Policy and Program Integrity

Administration

Sangamon County

Agency Contact: DHS.HiringUnit@illinois.gov

Posting Group: Office & Administrative Support; Social Services

About the Agency: The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.

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://www2.illinois.gov/cms/benefits/Pages/default.aspx

Salary : $72,060 - $104,136