ADMINISTRATIVE ASSISTANT I

Administrative Assistant IWe continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome.The Division of Family and Community Services is seeking to hire a proactive administrative assistant for the Bureau of Supplemental Nutrition Assistance Program Integrity (BSNAPI). This position serves as confidential administrative assistant to the Bureau Chief, performing administrative functions that require excellent verbal and written communication skills and advanced proficiency in Excel and other Microsoft Office 365 applications. Should be resourceful and industrious while handling special projects, research, and reports, ensuring efficient workflow of priorities and meeting deadlines office-wide, coordinating office meetings, establishing agendas, and ensuring materials are gathered, proofed and ready for distribution at specific meetings.Essential Functions:Serves as confidential administrative support to the Bureau Chief.Performs confidential administrative functions for the Bureau Chief.Develops, compiles, and organizes information needed for the preparation of special operating requests from the Director's office.Monitors incoming mail and bureau electronic inboxes.Coordinates office meetings, establishes agendas and ensures materials are gathered, compiled and ready for distribution at specific meetings.Performs other duties as assigned or required which are reasonably within the scope of duties enumerated above.Minimum Qualifications:Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.Requires one (1) year of professional experience in a public or private organization, OR completion of an agency approved professional management training program.Preferred Qualifications:Two (2) years of professional experience efficiently tracking status and completion of assignments across the office to ensure those tasks are fully completed within designated time frames, using organizational tools such as Excel and Access.Two (2) years of professional experience successfully coordinating projects and prioritizing work with the ability to multi-task and work independently, using notetaking tools such as OneNote.Two (2) years of professional experience meeting frequent deadlines with strong attention to detail, utilizing critical thinking and problem-solving skills.Two (2) years of professional experience managing a multiparty calendar, monitoring multiple inboxes, organizing appointments, and scheduling meetings using software such as Outlook and WebEx.Two (2) years of professional experience functioning as a confidential assistant in matters relating to personnel, payroll, client information, program policy or legal/legislative matters.Two (2) years of professional experience performing liaison work representing the office director to discuss or interpret programs and procedures for internal or external stakeholders, handling communications with written and verbal proficiency.Work Hours: Mon-Fri, 8:30am-5pm, 1 hour unpaid lunch.Headquarter Location: 100 S Grand Ave E, Springfield, Illinois, 62762 Temporary Work Location: 600 East Ash Street, Springfield, IL 62703 Family & Community Services Bureau of Supplemental Nutrition Assistance Program Integrity Springfield/Sangamon County Work County: SangamonAbout the Agency: The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.As a State of Illinois employee, you will receive a robust benefit package that includes the following:A Pension ProgramCompetitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance3 Paid Personal Business Days annually12 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)13 Paid Holidays annually, 14 on even numbered yearsFlexible Work Schedules (when available dependent upon position)12 Weeks Paid Parental LeaveDeferred Compensation Program - A supplemental retirement planOptional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)Federal Public Service Loan Forgiveness Program eligibilityGI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans5% Salary Differential for Bilingual PositionsCommuter Savings Program (Chicago only)For more information about our benefits please follow this link: Instructions: Use the "Apply" button at the top right or bottom right of this posting to begin the application process. If you are not already signed in, you will be prompted to do so. State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. Non-State employees should log in on the using the "View Profile" link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account. If you have questions about how to apply, please see the following resources: State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid Non-State employees: on Illinois.jobs2web.com – click "Application Procedures" in the footer of every page of the website.