What are the responsibilities and job description for the Staff Assistant (Administrative Assistant II) position at State of Illinois?
Agency: Department of Innovation and Technology
Position Title: Staff Assistant (Administrative Assistant II)
Class Title: ADMINISTRATIVE ASSISTANT II - 00502
Skill Option: None
Bilingual Option: None
Posting Date: 01/30/2025
Closing Date/Time: 02/13/2025
Salary: Anticipated Starting Salary $6,005.00 a month; Full Range $6,005.00 - $8,678.00 a month
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 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.
Posting Identification Number 44455
Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as the Staff Assistant to the Chief Information Officer (CIO) supporting the Department of Agriculture (AGR) performing a variety of administrative duties which may be of controversial or sensitive nature as related to operational and confidential agency correspondence. In this role you will coordinate workflow to and from the CIO, working with all Department of Agriculture staff to complete work in a timely manner. In addition, you will compose complex letters, reports, plans, memorandums, etc., ensuring accuracy and confidentiality and will assist the CIO in managing the annual DoIT/AGR budget plan. This position also serves as the Property Control Coordinator overseeing the perpetual maintenance of the IT Inventory System as set forth in the agency's property control procedures. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!
As a State of Illinois employee, you receive a comprehensive benefits package including:
- Competitive Group Insurance benefits including health, life, dental and vision plans.
- Flexible work schedules (when available and dependent upon position)
- 10 -25 days of paid vacation time annually (10 days for first year of state employment)
- 12 days of paid sick time annually which carryover year to year
- 3 paid personal business days per year
- 13-14 paid holidays per year dependent on election years
- 12 weeks of paid parental leave
- 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)
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
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.
Essential Functions
- Under administrative direction, serves as the Staff Assistant to the Chief Information Officer (CIO) with Department of Innovation & Technology (DoIT), supporting the Illinois Department of Agriculture (AGR), in Interpreting, explaining, implementing and monitoring information technology (IT) procedures, policies and regulations to AGR employees and management.
- Coordinates workflow to and from the CIO, working with all Department of Agriculture staff to complete work in a timely manner.
- Composes complex letters, reports, plans, memorandums, etc., ensuring accuracy and confidentiality.
- Assists the CIO in managing the annual DoIT/AGR budget plan for each fiscal year.
- Serves as property control coordinator for Computer Services.
- Works directly with Department of Innovation & Technology (DoIT) regarding all aspects of consolidated and shared IT services.
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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 with course work in public or business administration.
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Requires two (2) years of professional experience in a public or private organization.
Preferred Qualifications (In Order of Significance)
- Two (2) years of professional experience serving as a staff assistant or similar role in a professional organization.
- Two (2) years of professional experience providing customer service in a private or public organization.
- Two (2) years of professional experience composing documents and reports using Office 365 or similar.
- Two (2) years of professional experience tracking inventory and work requests.
- Two (2) years of professional experience managing schedules while multi-tasking competing priorities.
- Ability to compose written correspondence with extensive knowledge of composition, punctuation, spelling, and grammar.
- Ability to analyze and diagnose administrative issues and coordinate efforts to resolve.
- Developed verbal and written communication skills to present information with clarity and precision.
- Ability to gain and maintain satisfactory working relationships.
Conditions of Employment
NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.
- Requires the ability to verify identity.
- Requires employment authorization to accept permanent full-time position with the State of Illinois.
- Requires the ability to pass a position specific, agency required background check.
- Requires self-disclosure of criminal history.
- Requires the ability to lift and carry objects or equipment weighing up to 50 pounds. This is considered medium work as defined by the U.S. Department of Labor (20 CFR 404.1567(c)). Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds.
- Requires appropriate, valid driver’s license and the ability to travel in performance of duties with overnight stays.
- Requires the ability to serve in an on-call capacity.
- Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends and holidays.
- Requires adherence to the revolving door restrictions outlined in 5 ILCS 430/5-45. Consequently, employees should be aware that in the event of receiving a non-State employment offer during state employment or within one year immediately following the termination of State employment, they are required to inform the Office of the Executive Inspector General (OEIG) for the Agencies of the Illinois Governor before accepting such non-State employment. Failure to notify the OEIG may result in the imposition of a fine.
- Requires compliance with the provisions outlined in section 4A-101 of the Illinois Governmental Ethics Act, necessitating the occupant of this position to file of a Statement of Economic Interest. Pursuant to the Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.), specific state officials and employees are required to annually submit Statements of Economic Interest to the Office of the Secretary of State, which will be accessible to the public for examination and copying. Employees subject to this requirement must also file a Supplemental Statement of Economic Interest with the Executive Ethics Commission, as specified in Executive Order 15-09. Failure to submit these statements in a timely manner may result in fines and penalties.
The conditions of employment listed are incorporated and/or related to any duties included in the position description.
Work Hours: 8:30 - 5:00 PM Monday - Friday
Work Location: 801 E Sangamon Ave, Springfield, Illinois, 62702
Agency Contact: Jessica.Jordan2@illinois.gov
Posting Group: Office & Administrative Support
This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.
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 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.
Statement of Economic Interests:
This position is subject to Statement of Economic Interests filing as required by the Illinois Governmental Ethics Act.
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.
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 : $6,005 - $8,678
