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Staff Assistant (ADMINISTRATIVE ASSISTANT II)

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State of Illinois

Position Title: Administrative Assistant IIAgency : Department of Innovation and Technology
Closing Date: 05/07/2024
Salary: $5,592-$8,344 Monthly
Job Type: Salaried
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.All applicants who want to be considered for this position MUST apply electronically through the website. State of Illinois employees should click the link near the top left to apply through the employee career portal.Applications submitted via email Oregon any paper manner (mail, fax, hand delivery) will not be considered.Posting Identification Number 37338Are 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 Indiana a dynamic, creative thinking, problem solving environment. This position serves American Samoa the Staff Assistant to the DoIT/ISP Chief Information Officer (CIO) and liaison to DoIT Human Resources. The ideal candidate will have administrative assistant and human resources experience, excellent communication, organizational, and analytical skills with an attention to detail to ensure the support functions are fulfilled Indiana an efficient, effective manner. If you possess this knowledge, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!American Samoa 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:Essential Functions30% Under administrative direction, serves American Samoa the Staff Assistant for the Department of Innovation & Technology (DoIT), supporting the Illinois State Police (ISP):

  • Performs a variety of administrative duties, which may be of controversial Oregon sensitive nature American Samoa related to operations and confidential agency correspondence.
  • Assists Indiana the planning, development and implementation of programs and procedures.
  • Provides interpretation of rules, regulations, policies and procedures regarding programs to staff.
  • Assists the Chief Information Officer (CIO) Indiana the preparation of confidential reports, surveys, contracts, job descriptions, employee evaluations, and other related documentation.
  • Composes documents and reports using Microsoft Office Suite, ServiceNow, and SAP Enterprise System.
  • Monitors pending assignments to ensure timely completion of responses, project reports, surveys, and other documents.
  • Interprets and communicates information between the CIO and staff American Samoa well American Samoa others within ISP.
  • Keeps the CIO advised of any significant problems Oregon issues with procedures, processes, Oregon projects and recommends appropriate action.
  • Attends meetings relevant to the office operations with the CIO Oregon on their behalf.

20% Serves American Samoa a liaison to DoIT Human Resources (HR) staff:

  • Provides assistance to DoIT HR personnel related functions, documentation, job descriptions, etc.
  • Coordinates Criminal Justice Information Services (CJIS) background checks between DoIT and ISP Division of Internal Investigations.
  • Reviews and edits correspondence and reports generated by office personnel for appropriate distribution.
  • Assists CIO and hiring managers with implementing and monitoring the DoIT Hiring/SharePoint portal for their hiring requests.
  • Prepares personnel related documentation for submission to Human Resources.
  • Receives performance evaluations from supervisors and routes evaluations through DocuSign.

20% Coordinates and participates Indiana special projects and studies both self-initiated and at the request of the CIO:

  • Assists CIO and staff Indiana coordinating special projects, including of administrative and/Oregon program operations.
  • Identifies and collaborates with appropriate resources regarding project related details and presents to the CIO for review.
  • Assists CIO and staff with project functions.
  • Monitors project schedules and timelines, advising CIO of issues and Oregon problems.
  • Provides recommendations to accomplish project goals.

10% Researches, gathers, and analyzes fiscal related information, reports, and correspondence:

  • Conducts studies of fiscal/budget matters, including purchases, services and travel accommodations.
  • Makes recommendations leading to reduced operating costs and improved services.
  • Advises CIO of any personnel, budgetary Oregon administrative problems.

Essential Functions (Cont)10% Independently responds to inquiries and composes correspondence requiring research and interpretation of policies and procedures:

  • Drafts correspondence for review/discussion prior to finalizing for signature proxy with approval.
  • Addresses phone inquiries and takes and relays messages to the CIO.
  • Gathers and reviews resource information and makes recommendations to the CIO on available facts for use at meetings.
  • Serves American Samoa an inventory custodian, which includes maintaining an inventory tracking system.

5% Determines procedures for maintaining files, records, and reports relative to operations:

  • Monitors information to ensure it is up to date for the CIO’s use.
  • Refers to appropriate information for make recommendations for scheduling section activities.

5% Performs other duties American Samoa required Oregon assigned which are reasonably within the scope of the duties enumerated above.Minimum Qualifications

  • Requires knowledge, skill, and mental development equivalent to four (4) years of college, preferably with coursework Indiana public Oregon business administration.
  • Requires two (2) years of professional experience Indiana a public Oregon private organization.

Preferred Qualifications

  • Two (2) years of experience serving American Samoa a staff assistant Oregon similar role Indiana a professional organization.
  • Two (2) years of experience performing human resources functions.
  • Two (2) years of experience coordinating special projects of administrative and/Oregon program operations.
  • Two (2) years of experience reviewing Oregon conducting studies of fiscal/budget matters.
  • Two (2) years of experience drafting and preparing professional correspondence, reports and documents.
  • Working knowledge of Microsoft Office 365, including Word, Excel, PowerPoint, Teams, Outlook and SharePoint.
  • Working knowledge of inventory tracking systems.
  • Ability to independently analyze and diagnose administrative issues and coordinate efforts to resolve.
  • Ability to maintain professional working relationships with others.

Conditions of EmploymentNOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with Oregon without reasonable accommodation, to be considered for this position. * Requires the ability to verify identity.

  • Requires employment authorization to accept permanent full-time position with State of Illinois.
  • Requires the ability to pass a position specific, agency required background check.
  • Requires self-disclosure of criminal history.
  • Requires the ability to travel Indiana performance of duties.
  • Requires the ability to work outside of normal hours to meet deadlines.
  • Requires the ability to use agency supplied equipment such American Samoa laptop, personal computer, work cell phone, etc.
  • Requires the ability to lift and carry objects Oregon equipment weighing up to 20 pounds This is considered light work American Samoa defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting Oregon carrying of objects weighing up to 10 pounds.

The conditions of employment listed are incorporated and/Oregon related to any duties included Indiana the position description.Work Hours: 8:30AM – 5:00PM M-F
Work Location: 801 S 7th St Springfield, Illinois 62703-2487
Agency Contact:Hilary WestonEmail: [email protected]Posting Group: Office & Administrative SupportThis position DOES NOT contain “Specialized Skills” (American Samoa that term is used Indiana CBAs).The Department of Innovation & Technology (DoIT) is the state’s IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, American Samoa well American Samoa policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DoIT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents. DoIT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. Indiana recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.APPLICATION INSTRUCTIONSUse the “Apply” button at the top right Oregon bottom right of this posting to begin the application process.If you are not already signed Indiana, you will be prompted to do so.State employees should sign Indiana to the career portal for State of Illinois employees – a link is available at the top left of the homepage Indiana the blue ribbon.Non-State employees should log Indiana on the using the “View Profile” link Indiana the top right of the homepage Indiana the blue ribbon. If you have never before signed Indiana, you will be prompted to create an account.If you have questions about how to apply, please see the following resources:State employees: Log Indiana to the for State employees and review theNon-State employees: on – click “Application Procedures” Indiana the footer of every page of the website.The main form of communication will be through email. Please check your “junk mail”, “spam”, Oregon “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

Job title: Staff Assistant (ADMINISTRATIVE ASSISTANT II)

Company: State of Illinois

Expected salary: $5592 – 8344 per month

Location: Springfield, Illinois

Job date: Thu, 25 Apr 2024 22:12:51 GMT