Office Assistant (Springfield Region)

Basic Functions:

Navigate the IL General Assembly website, including, but not limited to printing reports and schedules, coordinate Zoom and in-house meetings and conferences. Be proficient in paper filing systems, and quick to learn internal image filing systems (ImageRight). Establish a working relationship with the building management team.

Specific Position Responsibilities:

• Track legislation, legislative calendars, prepare schedules, reports, and the Primary Lists.
• Work with the Governmental Affairs staff improving efforts in monitoring legislative activities.
• Coordinate Zoom meetings, conference calls and in-house meetings with staff and with outside contacts.
• Type, word process, scan, and proofread correspondence and documents.
• Assist in maintaining internal image filing system ImageRight and paper files.
• Work with the tenants, building management, building guard, and the Senior Director resolving building issues.
• Investigate Compliance obligations and continue to work with Compliance as requirements continue to develop.
• Work with and serve as back-up for the other secretaries as needed.
• Be responsible for purchase requests for common office supplies, office stationery and procedures for same.
• Assure Springfield office is compliant with all ISMIE/ISMS policies and procedures. Work with the Human Resources division to develop any needed materials for Springfield.
• Additional duties and responsibilities as required.

Desirable Qualifications:

High school graduate or equivalent. Three years office experience, including navigating the internet and Zoom conference meetings. Excellent word processing and typing skills. Must be a service-oriented individual capable of working well with a wide variety of personalities and multi-tasking.

Essential Physical Requirements of Position:

• Visual acuity to read written information in a standard font.
• Ability to communicate verbally.
• Ability to operate a keyboard/computer; and to read from a computer screen and operate a telephone.
• Ability to participate in presentations and meetings.
• Ability to move about to accomplish tasks, attend meetings and scheduled events.

Internal and External Contacts:

Governmental Affairs, Compliance, Legal, Finance, Purchasing and Administration, Physicians, building management, tenants, state agency staff, legislators’ staff, and the public.