ADMINISTRATIVE ASSISTANT II

State of Illinois•Springfield, IL

9d•Onsite

About The Position

The Agency Procurement Office is seeking to hire an independent, highly organized, and detail-oriented individual to serve as administrative staff in Springfield. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Office. The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight.

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 two (2) years of professional experience in a public or private organization.
Requires ability to travel in the performance of duties, with overnight stays as appropriate.
Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during state employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (OEIG) or may be subject to a fine.

Nice To Haves

Two (2) years of professional experience performing staff assignments and special projects for a public or private organization.
Two (2) years of professional experience working with fiscal and/or contract systems such as SAP, e-procurement platforms, etc.
Two (2) years of professional experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
Two (2) years of professional experience researching and developing correspondence to government officials, stakeholders, and/or the public concerning sensitive and controversial issues.
Two (2) 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.
Two (2) years of professional experience utilizing computer software such as Microsoft Office Outlook, Word, SharePoint, Excel and PowerBI in the preparation of meetings, schedules, graphs, charts, correspondence, etc.

Responsibilities

Serves as administrative support for the Agency Procurement Officer and/or designee, performing a variety of staff assignments and special projects, some of which are sensitive or controversial in nature.
Serves as liaison with program and administrative staff of the Office, Divisions, Secretary's Office and other state agencies.
Communicates, coordinates and maintains the Agency Procurement Officer’s schedule, incoming mail/correspondence, assignments, meetings and travel arrangements, agendas and compilation of supporting documentation utilizing Microsoft Office Outlook, Word and Excel.
Represents the Agency Procurement Officer at internal and external meetings/conferences.
Receives confidential mail and calls, some of which are sensitive and controversial.
Prepares a variety of special and routine reports/correspondence and other materials some of which are confidential and/or controversial in nature as it relates to the Office responsibility.
Develops and coordinates procedures for reviewing, processing, and responding to requests involving the Office, printing, mail control and other special requests.
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)