What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT I position at State of Illinois?

Job Requisition ID : 44822

Opening Date : 02 / 26 / 2025

Closing Date / Time : 03 / 11 / 2025

Agency : Department of Human Services

Class Title : ADMIN ASSISTANT I - 00501

Skill Option : None

Bilingual Option : None

Salary : Anticipated Salary : $5,423 - $7,721 per month ($65,076 - $92,652 per year)

Job Type : Salaried

Category : Full Time

County : Kankakee

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 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.

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 the Additional Documents section 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 44822

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 Developmental Disabilities is seeking to hire an Administrative Assistant I for the Shapiro Center located in Kankakee, Illinois to provide administrative support within the Fiscal Services Department. Conducts reviews to ensure compliance with fiscal and procedural mandates within the fiscal department. Assists the Fiscal Services Director by reviewing Departmental and Facility policies and procedures relative to selected fiscal operations and internal controls to determine compliance with requirements. Assists in providing back up functions to some of the accounting systems. Ensures compliance with Public Health, Healthcare and Family Services (HFS), department and facility policies and procedures as well as facility form guidelines.

Essential Functions

Provides administrative support within the Fiscal Services Department at Shapiro Center.
Assists in several areas of the Fiscal Offices operation including computer utilization, Vocational Center accounting, cash collections and monitoring expenditures for personal services line items.
Reviews and verifies accuracy of the Management Cost System reports and source documents including engineering reports, laundry reports, space utilization, general ledger etc.
Performs on-site reviews of payroll and timekeeping procedures, fiscal record keeping and cash accounting.
Conducts reviews to ensure compliance with fiscal and procedural mandates within the fiscal department.
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 of professional experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.

Two (2) years of professional experience communicating effectively with both internal and external stakeholders in oral and written form.

Two (2) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.

Two (2) years of professional experience managing projects for a public or private organization.

One (1) year of professional experience conducting reviews to ensure compliance with fiscal and procedural mandates within a fiscal department for a public or private organization.

One (1) year of basic proficiency in Microsoft, Outlook and Excel.

Conditions of Employment

Requires the ability to utilize office equipment, including personal computers.

Requires the ability to work after business hours, weekends and holidays.

Requires the ability to travel in the performance of job duties.

Requires ability to pass the IDHS background check.

Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.

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

Work Hours : Mon - Fri, 8 : 00am - 4 : 30pm, 1 hour unpaid lunch

Work Location : 100 E Jeffery St, Kankakee, Illinois, 60901

Division of Developmental Disabilities

Shapiro Center

Fiscal

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

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources :

State employees : Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees : on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses :

donotreply@SIL-P1.ns2cloud.com

systems@SIL-P1.ns2cloud.com

Salary : $65,076 - $92,652

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