ASSISTANT TO THE CHIEF OF STAFF (ADMINISTRATIVE ASSISTANT II) Job at State of Illinois
Agency: Department of Human Services
Opening Date: 12/15/2022
Closing Date/Time: 12/29/2022
Salary: Anticipated Salary: $5,246 - $7,827 per month
Job Type: Salaried Full Time
County: Cook
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), a copy of your transcripts or diploma for any degrees earned and a copy of any applicable professional licenses is recommended and should be uploaded to the Additional Documents section of your application. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) 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 10-31-20879
Position Overview
The Division of Early Childhood (DEC) is seeking to hire a dynamic, organized, and detailed-oriented administrative assistant to perform a variety of administrative functions, most of which are controversial and confidential in nature for the Early Childhood Chief of Staff. This position coordinates day-to-day activities of the Office and performs liaison work for the Chief of Staff and the Office’s operating sections. DEC is one of six divisions within the Illinois Department of Human Services (IDHS). DEC serves to strengthen and centralize Child Care, Early Intervention, Home Visiting, and Migrant Head Start within IDHS. The DEC vision is for Illinois’ pregnant persons, young children, and families to have the supports they need to achieve their full potential. The DEC mission is to enhance equitable access to Child Care, Home Visiting, and Early Intervention programs and services that support whole child development. DEC is committed to the following guiding values: Whole Child Focus, Quality Service Delivery, Equity, Relentless Pursuit of Mission, Respect and Dignity, and Stability and Sustainability.
Job Responsibilities
- Functions as administrative support to the Division of Early Childhood’s Chief of Staff (COS) in the execution of efficient and effective operating policies, procedures, and protocols for the Chicago Office.
- Conducts research, gathers information, and independently performs special projects and studies for the COS, in which some are complex and confidential in nature.
- Assists the COS in reviewing internal functions and procedures for effectiveness and efficiency.
- Monitors and tracks the status of assignments for COS.
- Handles high-level, confidential materials and information and/or responds to questions regarding bureau issues.
- 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 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.
- Three (3) years of professional experience managing the scheduling calendar, and travel itinerary of a complex organization and/or administrative leader with multiple direct reports.
- Three (3) years of professional experience assisting administrative leaders with organization of email inbox, electronic files, and proofing official documents for internal or external consumption.
- Two (2) 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.
- Two (2) years of professional experience understanding the use of graphs, charts, and/or maps (e.g., two-dimensional and ArcGIS).
- Two (2) years of professional experience researching issues and concerns and preparation of reports and recommendations for policy and/or procedural changes.
Conditions of Employment
- Requires basic proficiency and use of Microsoft Office Suite.
- Requires ability to travel with overnight stays.
Work Hours: Mon - Fri, 8:30am - 5:00pm
Work Location: 401 S Clinton St Chicago, IL 60607-3800
Division of Early Childhood
Administrative Assistant II
Chief of Staff
Agency Contact: DHS.HiringUnit@Illinois.gov
Job Family: Clerical and 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)
- 13 Paid Holidays annually, 14 on even numbered years
- Flexible Work Schedules (when available dependent upon position)
- 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
- 10 Weeks Paid Maternity/Paternity Leave
- Deferred Compensation Program - A supplemental retirement plan
- Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
- 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.
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
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