Operations Assistant, Legislative Unit

Illinois House of Representatives • Springfield, IL

22h • Onsite

About The Position

The Operations Assistant supports the daily administrative operations of the Legislative Unit and helps ensure the office runs efficiently, professionally, and consistently. This role coordinates office systems, communications, scheduling, supplies, staff administrative processes, onboarding, travel documentation, hospitality needs and general operational support.

Requirements

• High school degree or equivalent
• Knowledge of Microsoft Office and GSuite
• Strong interpersonal and organizational skills
• Strong verbal and written communication skills
• One year prior experience in the General Assembly preferred
• One year prior experience in an administrative assistant or office manager role

Responsibilities

• Manage the day-to-day administrative operations of the Legislative Unit, ensuring an organized, efficient, and professional office environment.
• Coordinate conference room reservations, maintenance requests, work orders, office supplies, and other operational needs.
• Maintain staff directories, agency lists, contact information, and other administrative records and resources.
• Coordinate administrative aspects of onboarding and offboarding Legislative Unit staff and interns.
• Track approved staff time-off requests, maintain the Unit coverage calendar and Daily Digest, and provide administrative support for the office sign-in/out system.
• Distribute committee postings, staff-wide memoranda, and other Unit information.
• Maintain committee tracking lists and information using gov and other approved databases.
• Serve as the primary administrative point of contact for travel vouchers and reimbursement requests, reviewing documentation for completeness and timely submission.
• Provide general administrative support, including document preparation and distribution, copying, scanning, deliveries within the Capitol Complex, and other office needs.
• Coordinate Unit meals and hospitality needs, particularly during session.
• Perform other duties and special projects as assigned by the Director or Senior Operations & Organizational Development Manager.

Benefits

• Health, dental, vision, prescription, behavioral health, and life insurance
• Participation in State Employees’ Retirement System
• Optional participation in health savings account and deferred compensation programs
• Competitive vacation, sick, and personal time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED