Location: Springfield, IL, US, 62701
Job Requisition ID: 43089
Closing Date/Time: 01/03/2025
Agency: Department of Human Services
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
Posting Identification Number 43089
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
Under general direction of the Associate Director, performs a variety of essential, confidential, and time sensitive functions. Assists in the administrative activities for the Office of Housing Stability. Composes confidential and time sensitive written reports and documents. Assists the Associate Director in the development and implementation of internal policies, procedures, protocols, and tracking systems. Researches, gathers information, and independently performs confidential projects and studies for the Associate Director, which are complex in nature. Creates and maintains an official tracker to record assignments along with incoming/outgoing correspondence. Assigns pending assignments with due dates to bureau staff. Handles sensitive and confidential personnel materials and triages incoming inquires and/or issues to bureau staff for follow-up and resolution, independently. Completes timekeeping functions for the bureau and maintains related correspondence as dictated by DHS timekeeping policy and procedures.
Essential Functions
- Performs a variety of essential, confidential, and time sensitive administrative functions for the Office of Housing Stability.
- Researches, gathers information, and independently performs confidential projects and studies for the Associate Director, which are complex in nature.
- Assists the Associate Director in reviewing internal functions and procedures for effectiveness and efficiency.
- Creates and maintains a Tracker (using Excel or Access) to record assignments along with incoming/outgoing correspondence for the Associate Director.
- Handles sensitive and confidential personnel materials and independently triages incoming inquires and/or issues to bureau staff for follow-up and resolution.
- 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 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 work experience communicating effectively (written and orally) with various internal and/or external stakeholders and across multiple forms of media in a clear, concise, and professional manner that aligns with the public or private organization's policies and procedures.
- Three (3) years of professional work experience managing complex project management and other administrative support and activities for executive management in a public or private business organization.
- Three (3) years of professional work experience efficiently assigning and tracking the status of assignments within a private or public organization to ensure they are completed in a thorough, grammatically correct, and accurate manner and filed electronically.
- Three (3) years of professional work experience coordinating multiple projects for a public or private organization, including the development of complex written and/or statistical reports and PowerPoint slide decks, while ensuring attention to detail, symmetry of format, and accuracy.
- Two (2) years of professional work experience designing, developing, implementing, and maintaining multifaceted tracking systems and/or databases to ensure adherence to deadlines.
- Two (2) years of professional work experience in understanding the basic use of graphs, charts, and/or maps.
Conditions of Employment
- Requires advanced proficiency in Microsoft Office Suite, including SharePoint, Teams, and OneDrive.
*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description
Work Hours: Monday-Friday, 8:30am-5pm; 1-hour unpaid lunch
Work Location: 823 E Monroe St, Springfield, Illinois, 62701
Division of Family & Community Services
Office of Housing Stability
Administration
Springfield/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
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:
Must apply through external site: ADMINISTRATIVE ASSISTANT II Job Details | State of Illinois