ADMINISTRATIVE ASSISTANT II

State of Illinois•Springfield, IL

6d•Onsite

About The Position

The Department of Human Services is seeking to hire a proactive, detail-oriented Administrative Assistant II to serve as administrative support in the Office of the Secretary located in Springfield, Illinois. This position coordinates complex schedules, prepares briefing materials, leads confidential projects, and manages daily priorities relative to the overall administration of the fast-paced Office. This position serves as a trusted liaison and representative for the Secretary and/or designee triaging requests, advancing executive priorities, and exercising sound judgment on sensitive matters. The position leads research and analysis on key initiatives, drafts reports and policy recommendations, and strengthens organizational alignment through clear communication and process improvements.

Requirements

Requires knowledge, skill and mental development equivalent to completion of four (4) years college, preferably with courses in public or business administration.
Requires two (2) years professional experience in a public or private organization.
Requires the ability to utilize office equipment including personal computers and basic proficiency in computer software such as Microsoft, Outlook and Excel.

Nice To Haves

Two (2) years of professional experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
Two (2) years of professional experience communicating effectively with both internal and external officials, providers and/or the general public in oral and written form.
Two (2) years of professional experience conducting special projects which include evaluating existing and proposed programs, policies and procedures for a public or private organization.
Two (2) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
Two (2) years of professional experience assisting in the planning, development and installation of programs, policies and procedures for a public or private organization.
Two (2) years of professional experience researching and developing correspondence to internal and/or external individuals.

Responsibilities

Serves as administrative support to the Secretary of the Department of Human Services and/or designee.
Acts as a key liaison for the Secretary and/or designee by managing communication, prioritizing and responding to requests, ensuring timely follow through on critical matters, and exercising sound judgment to elevate and expedite matters requiring executive attention.
Conducts in-depth research on special initiatives, applying extensive knowledge of agency operations, personnel, and organizational structure, gathers detailed data and information to analyze and independently make recommendations to support the Secretary’s and/or designee’s daily decision making and strategic planning.
Receives and determines the nature of incoming telephone calls and mail, some of which are sensitive and controversial, to independently respond or route to appropriate staff.
Responsible for timekeeping, oversees property control, updates webpages, completes new employee onboarding and offboarding, submits webforms, orders supplies and equipment, and maintains files for the Office of the Secretary.
Performs other duties as assigned or required which are reasonably within the scope of 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)