Agency : Department of Human Services
Opening Date: 7/2/2024
Closing Date/Time: 07/16/2024
Salary: Anticipated Salary: (Effective 7/1/24) $5,423 - $7,721 per month ($65,076 - $92,652 per year)
Job Type: Salaried
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.
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 38713
The Division of Substance Use Prevention & Recovery (SUPR) is seeking to hire an administrative assistant to serve as a highly responsible staff assistant to the Business and Fiscal Operations Deputy Director. This position coordinates special projects of a complex and sensitive nature involving office operations, contract status and personnel issues; serves as correspondence control manager; assists the Business and Fiscal Operation’s Deputy Director with implementation of SUPR’s contract process; assists in handling inquiries received from agency staff and private vendors; and serves as timekeeper.
- Serves as highly responsible staff assistant to the Business and Fiscal Operations Deputy Director.
- Serves as correspondence control manager for Business and Fiscal Operations.
- Serves as special assistant to the Deputy Director assisting with the implementation of SUPR’s contract process.
- Assists in handling inquiries received from agency staff and private vendors.
- Advises and directs staff in the execution of office policies and procedures.
- Serves as timekeeper.
- Performs other duties as assigned or required which are reasonably within the scope of duties enumerated above.
- Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
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Requires one (1) year of professional experience in a public or private organization OR completion of an agency approved professional management training program.
- Three (3) years of professional experience utilizing computer software such as Microsoft Office Suite including preparation of spreadsheets, presentations, and reports.
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Three (3) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, and completed with designated time frames.
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Three (3) years of professional experience researching issues and concerns and preparation of reports and recommendations for policy and/or procedural changes.
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Three (3) years of professional experience developing and maintaining professional working relationships with staff, customers, vendors, and the public.
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Three (3) years of professional experience communicating effectively (written and orally) and coordinating day to day activities that lead to greater efficiencies and effectiveness within a division or bureau.
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One (1) year of professional experience as a representative of an administrative leader to discuss and/or interpret programs, services, and procedures for the general-public and/or other internal/external entities.
- Requires the ability to travel.
The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
Work Hours: 8:30am - 5:00pm, Monday - Friday
Work Location: 600 E Ash St, Springfield, Illinois, 62703
Division of Substance Use Prevention & Recovery (SUPR)
Business and Fiscal Operations
Administration
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)
- 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:
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donotreply@SIL-P1.ns2cloud.com
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systems@SIL-P1.ns2cloud.com