Executive Assistant

State of Illinois•Chicago, IL

12d•Hybrid

About The Position

Under general direction of the Associate Director of the Office of Policy & Program Integrity, serves as Executive Assistant to the Associate Director. Performs a variety of special and sensitive functions relating to the overall coordination of office activities, programs, policies, procedures and daily operations. Reviews policy issues for appropriateness and validity and recommends course of action to Associate Director. Provides major administrative input into planning for future initiatives and direction for operation. Plans, develops and directs special programs as determined by the Associate Director. Serves as administrative liaison with full range of authority between Associate Director and administrative staff.

Requirements

Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.
Requires prior experience equivalent to three (3) years of progressively responsible administrative experience working as a professional confidential assistant for a public or business organization.

Nice To Haves

Three (3) years of professional experience developing, implementing and interpreting departmental policies and procedures dealing with public assistance programs.
Three (3) years of professional experience managing complex special projects for a public or private organization which include monitoring project progress and meeting multifaceted special project deadlines.
Two (2) years of professional experience performing liaison work as a representative of an administrator, of a large public or private organization, to discuss and/or interpret programs and procedures for the general-public and/or other internal/external entities.
Two (2) years of professional experience in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
Two (2) years of professional experience developing written reports, statistical analysis and oral presentations to provide program operation and project status updates to an administrative official.

Responsibilities

Serves as the confidential Executive Assistant to the Associate Director of Policy & Program Integrity.
Serves as a member of the Associate Director's executive team.
Serves as a representative of the Associate Director on Department-wide projects and work teams to conceive, develop and implement procedures and practices to promote an improved and integrated network of services to persons served by the Department's programs.
Monitors overtime spending plans for the Office of Policy and Program Integrity and provides oversight of resources used to maintain and improve the quality of services and service delivery systems.
Advises the Associate Director, through written reports, statistical analysis and through oral presentations, on the status of issues that impact operations.
Serves as liaison between the Associate Director and members of the general-public, customers, and other state agencies.
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)
Benefit time modified for part-time, 12-hour, & non-standard 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)