ADMINISTRATIVE ASSISTANT I

State of Illinois•Springfield, IL

5d•$70,008 - $99,684•Onsite

About The Position

The Division of Family and Community Services is hiring an Administrative Assistant I 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 role handles special projects, research, and reports; helps maintain an efficient workflow of office priorities and deadlines; and coordinates meetings, agendas, and meeting materials. The position is based in Springfield, Sangamon County. The stated work schedule is Monday through Friday, 8:30 a.m. to 5 p.m., with a one-hour unpaid lunch. The headquarter location is 100 S Grand Ave E, Springfield, Illinois, with a temporary work location at 600 East Ash Street, Springfield.

Requirements

Knowledge, skill, 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.
Excellent verbal and written communication skills.
Advanced proficiency in Excel and other Microsoft Office 365 applications.

Nice To Haves

Two years of professional experience tracking assignment status and completion across an office, using organizational tools such as Excel and Access.
Two years of professional experience coordinating projects, prioritizing work, multitasking, and working independently, using notetaking 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 functioning as a confidential assistant in matters relating to personnel, payroll, client information, program policy, or legal or 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.
Competitive group insurance benefits, including health, life, dental, and vision insurance.
Three paid personal business days annually.
Twelve paid sick days annually, with sick days carrying over from year to year.
10–25 days of paid vacation annually, with 10 days in the first year of employment.
13 paid holidays annually, and 14 in even-numbered years.
Flexible work schedules when available and dependent upon position.
12 weeks of paid parental leave.
Deferred Compensation Program supplemental retirement plan.
Optional pre-tax programs, including Medical Care Assistance Plan and Dependent Care Assistance Plan.
Federal Public Service Loan Forgiveness Program eligibility.
GI Bill training and apprenticeship benefits eligibility for qualifying veterans.
5% salary differential for bilingual positions.
Commuter Savings Program (Chicago only).