Asset Management Staff Assistant (Administrative Assistant I)

State of Illinois•Springfield, IL

3d•Onsite

About The Position

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as the Asset Management Staff Assistant assisting in the planning, development, and implementation of property control and inventory management procedures throughout the Department. In this role you will conduct special inventory studies and gather information to ensure program compliance. In addition, you will research, gather information, and independently perform special projects and studies within the section, some of which are complex and sensitive in nature. This position also maintains the large-scale IT/Telecom equipment for all agencies served by DoIT including personal computers, laptops, monitors, printers, servers, mainframe, storage equipment, and telecommunications equipment. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team! As a State of Illinois employee, you receive a comprehensive benefits package including: Competitive Group Insurance benefits including health, life, dental and vision plans. Flexible work schedules (when available and dependent upon position) 10 -25 days of paid vacation time annually (10 days for first year of state employment) 12 days of paid sick time annually which carryover year to year 3 paid personal business days per year 13-14 paid holidays per year dependent on election years 12 weeks of paid parental leave Pension plan through the State Employees Retirement System Deferred Compensation Program – voluntary supplemental retirement plan Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP) Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx Why Work for Illinois? Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home. No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Requirements

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

Nice To Haves

One (1) year of professional experience in inventory control and asset management, including maintaining and reconciling inventory records, verifying property control listings, and ensuring compliance with state-mandated procedures such as the State Property Control Act and Administrative Code, or similar.
One (1) year of professional experience utilizing enterprise-level software applications such as Remedy, SAP (Systems, Applications, and Products in data processing) Enterprise Resource Planning, EMS (Expense Management System), and ServiceNow for inventory management, asset tracking, and workflow coordination in support of property control and compliance with administrative procedures.
One (1) year of professional experience coordinating, tracking, and securing IT and telecommunications equipment assets, including supporting installation, relocation, and maintenance activities across multiple sites in a large-scale organization.
One (1) year of professional experience utilizing Microsoft Excel and Access to analyze inventory data, prepare specialized reports, and support operational decision-making through data validation, reconciliation, and reporting.
One (1) year of professional experience conducting research and analysis related to inventory or asset management, including independently performing complex and sensitive projects, preparing specialized reports to support operational decisions, verifying inventory records, and reconciling data across multiple systems.
One (1) year of professional experience reviewing or reconciling financial or billing reports associated with asset or property records to ensure accurate chargeback, lease tracking, or cost allocation.
Ability to analyze complex property control and asset management problems, evaluate potential solutions, and implement effective courses of action to resolve discrepancy or compliance issues.
Demonstrated organizational and time management skills with the ability to manage multiple concurrent projects, meet mandated deadlines, and prioritize urgent compliance, audit, property control, or asset management issues in a fast-paced environment.
Developed verbal and written communication skills to convey complex property control or asset management policies, compliance requirements, and state-mandated procedures clearly and effectively to diverse stakeholders, including executives, managers, staff, and external auditors.
Ability to establish and maintain cooperative working relationships with staff, managers, executives, and external stakeholders, fostering collaboration in resolving sensitive property control or asset management issues.

Responsibilities

Under general direction, serves as the Asset Management Staff Assistant for the Department of Innovation & Technology (DoIT), assisting in the planning, development, and implementation of property control and inventory management procedures throughout the Department and enforces compliance with the State Property Control Act through monitoring and reporting of all Electronic Data Processing (EDP) equipment receipts and movements within DoIT.
Serves as an Inventory Liaison for Asset Management conducting special inventory studies and gathering information to ensure program compliance and reviews.
Researches, gathers information, and independently performs special projects and studies within the section, some of which are complex and sensitive in nature and analyzes and interprets data.
Maintains the large-scale IT/Telecom equipment for all agencies served by DoIT including personal computers, laptops, monitors, printers, servers, mainframe, storage equipment, and telecommunications equipment and oversees the delivery, receipt, and acceptance of all office automation equipment including DoIT leased assets.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Benefits

Competitive Group Insurance benefits including health, life, dental and vision plans.
Flexible work schedules (when available and dependent upon position)
10 -25 days of paid vacation time annually (10 days for first year of state employment)
12 days of paid sick time annually which carryover year to year
3 paid personal business days per year
13-14 paid holidays per year dependent on election years
12 weeks of paid parental leave
Pension plan through the State Employees Retirement System
Deferred Compensation Program – voluntary supplemental retirement plan
Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility