Administrative Assistant I

State of Illinois•Springfield, MO

2d•Onsite

About The Position

The Department of Human Services is seeking to hire an Administrative Assistant I for the Bureau of Expenditure Accounting located in Springfield, Illinois. Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief. Serves as staff assistant handling special projects. Implements and monitors office policies and work relative to efficiency and productivity. Acts as a correspondence control manager. Develops and maintains complex databases to track and analyze incoming and completed assignments to ensure timely and accurate response from the Bureau. Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment.

Requirements

Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
Requires one (1) year of professional experience in a public or private organization OR completion of an agency approved professional management training program

Nice To Haves

Three (3) years of experience providing administrative support working with office practices, procedures and programs in a public or private business organization.
Three (3) years of experience in software application such as, Microsoft Office Suite, Word, Outlook, Excel and PowerPoint in the preparation of reports, developing databases, files, logs, etc.
Two (2) years of professional experience managing projects, multiparty calendar, multiple inboxes, organizing appointments, and scheduling meetings for a public or private organization.
Two (2) years of professional experience efficiently tracking status and completion of assignments across the office to ensure those tasks are fully completed within designated timeframes.
Two (2) years professional experience working in public or private organization maintaining confidentiality and handling sensitive information with professionalism.

Responsibilities

Functions as highly responsible staff assistant to the Bureau of Expenditure Accounting Bureau Chief.
Acts as a correspondence control manager.
Directs the development, control and maintenance of confidential records pertaining to security and use of personal computers, secured databases, and equipment.
Coordinates all personnel transactions for the Bureau of Expenditure Accounting which contain administrative, personnel, and labor relations information including grievance and discipline.
Coordinates schedule for Bureau Chief, including meeting arrangements, agendas, and compilation of support documents.
Order supplies and serves as property control coordinator for the Bureau of Expenditure Accounting.
Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Benefits

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)