Administrative Assistant I

State of Illinois•Springfield, MO

11d•Onsite

About The Position

The Division of Family and Community Services is seeking a proactive administrative assistant for the Bureau of Supplemental Nutrition Assistance Program Integrity. The position provides confidential administrative support to the Bureau Chief and performs administrative functions requiring excellent verbal and written communication skills and advanced proficiency in Excel and other Microsoft Office 365 applications. The employee should be resourceful and industrious when handling special projects, research, and reports, while ensuring efficient workflow, meeting office-wide deadlines, and coordinating meetings and their materials.

Requirements

Knowledge, skills, and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.
One year of professional experience in a public or private organization, or completion of an agency-approved professional management training program.

Nice To Haves

Two years of professional experience tracking assignment status and completion across an office, ensuring tasks are completed within designated time frames using organizational tools such as Excel and Access.
Two years of professional experience coordinating projects, prioritizing work, multitasking, and working independently using note-taking tools such as OneNote.
Two years of professional experience meeting frequent deadlines with strong attention to detail, critical-thinking, and problem-solving skills.
Two years of professional experience managing a multiparty calendar, monitoring multiple inboxes, organizing appointments, and scheduling meetings using software such as Outlook and WebEx.
Two years of professional experience as a confidential assistant handling matters related to personnel, payroll, client information, program policy, or legal and legislative matters.
Two years of professional experience performing liaison work on behalf of an office director, discussing or interpreting programs and procedures for internal or external stakeholders, and handling communications with written and verbal proficiency.

Responsibilities

Serves as confidential administrative support to the Bureau Chief.
Performs confidential administrative functions for the Bureau Chief.
Develops, compiles, and organizes information needed to prepare special operating requests from the Director's office.
Monitors incoming mail and bureau electronic inboxes.
Coordinates office meetings, establishes agendas, and ensures materials are gathered, compiled, and ready for distribution.
Performs other duties as assigned or required that are reasonably within the scope of the listed duties.

Benefits

Pension program
Group health insurance
Life insurance
Dental insurance
Vision insurance
Three paid personal business days annually
Twelve paid sick days annually, with carryover
Ten to twenty-five days of paid vacation annually
Thirteen paid holidays annually, and fourteen in even-numbered years
Flexible work schedules when available and dependent on position
Twelve weeks of paid parental leave
Deferred compensation supplemental retirement plan
Optional pre-tax medical care and dependent care assistance plans
Federal Public Service Loan Forgiveness Program eligibility
GI Bill training and apprenticeship benefits eligibility for qualifying veterans
Five percent salary differential for bilingual positions
Commuter Savings Program for Chicago employees