ADMINISTRATIVE ASSISTANT/PARALEGAL

Position Overview

Under the general direction of the Administrator and the General Counsel, the Administrative Assistant will provide general support for the development and execution of programs and activities of the CON program. This includes: assisting with managing the HFSRB database; creating new tracking sheets that are needed; conducting investigations and studies of a limited scope regarding CON activities; maintaining written procedures for HFSRB processes; assist in the drafting, editing creating general correspondence for HFSRB members and staff; securing meeting locations for HFSRB; preparing travel vouchers for HFSRB members and staff; preparing legal notices for CON projects to be published in Illinois newspapers; Assist in the identification of potential compliance issues which may require action by the HFSRB. Serves as a liaison to the general public, other state and federal agencies and resource organizations.

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

These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Essential Functions

• Provides support for complex databases, including the IHFSRB database.
• Provides support for administration of the program; aids the State Board staff in the determination of completeness of applications, determination of applicants’ reviewability, and review of State Board staff reports.
• Coordinates transaction data activities; performs data collection and management information for administrative and management reports; maintains electronic logs and all files of these reports; identifies trouble areas and recommends solutions; and converts documents to electronic formats and communication software.
• Assists the State Board’s Legal Counsel in identifying potential compliance issues, generating reports, letters and legal documents, referring compliance matters to the State Board’s Legal Counsel and preparing legal files for administrative hearings.
• Serves as liaison to the general public, other state and federal agencies, and research organizations; coordinates administrative requests for information on division programs; coordinates the dissemination of information among division programs.
• Attends State Board and Long-Term Care Facility Advisory Subcommittee meetings as needed.
• Provides support for the Long-Term Care Facility Advisory Subcommittee.
• Prepare, compile and disseminate documents to Subcommittee members and staff.
• Supports staff, the Board, the Subcommittee by making travel arrangements, preparing travel vouchers, scheduling meetings and attending meetings and public hearings as necessary.
• Performs other duties as required or assigned 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 college, preferably with courses in public or business administration.
• One (1) year experience performing organization and administrative duties
• Excellent organization and administrative skills, drafting skills, analytical skills, professionalism and interpersonal skills required.
• Ability to maintain confidentiality is essential.

Preferred Qualifications

• One (1) year experience with Smartsheet.
• One (1) year experience performing drafting and analytical skills.
• One (1) year experience communicating in a professional manner.
• Ability to maintain confidentiality.
• One (1) year experience as a legal assistant.

Conditions of Employment

• Requires the ability to travel in the performance of duties.
• Requires appropriate, valid drivers license.
• 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 $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 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.