Essential Functions

35%
1 Under general direction, serves as the Administrative Assistant for the Application Management Office for the Department of Innovation & Technology (DoIT), supporting the Department of Human Services (DHS):
• Performs a variety of highly responsible administrative support functions for the Application Management (AM) Office.
• Coordinates special projects of a complex and sensitive nature which include evaluating existing and proposed programs, policies, and procedures.
• Researches, compiles, develops, and prepares special reports.
• Coordinates the workflow of the office.
• Gathers data, coordinates and composes responses for review and signature.
• Advises manager of problems that arise and carries out as directed.
• Utilizes Microsoft Word, Outlook and Excel in the performance of duties.

25% Serves as staff assistant to the manager of Application Management:
• Develops, compiles, and organizes information needed for the preparation of special operating requests for the office.
• Tracks status and completion of assignments to ensure work is thorough, accurate, and completed within designated time frames.
• Interprets programs, services, and procedures for the public and/or other internal/external entities.
• Assists in projecting future operating needs based on current and past utilization.
• Develops appropriate documentation and support for new initiatives.

20% Assists in the coordination and control of activities and materials as well as the workflow to and from the Applications Management’s Office:
• Coordinates issues from management meetings.
• Tracks assignments of Applications Management staff for response to issues.
• Prepares responses for review and action by manager

Essential Functions Continued

10% Serves as correspondence control manager:
• Reviews incoming correspondence.
• Makes assignments to Application Management (AM) staff.
• Assures that responses are received by the assigned deadline.
• Reviews responses for accuracy and compliance with office procedures.
• Prepares follow up reports for action by the manager.

5% Advises and directs staff in the execution of office policies and procedures:
• Interprets directives issued by the manager.
• Develops lines of communications among all units with AM as well as other Department of Human Services (DHS) office.

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
2. Requires one (1) year of professional experience in a public or private organization.
OR
1. Completion of an agency approved professional management training program.

Preferred Qualifications (In Order of Significance)

1. One (1) year of professional experience providing administrative support, including coordinating special projects to evaluate existing and proposed programs, polices, and procedures to a public or private organization.
2. One (1) year of professional experience efficiently multi-tasking assignments, tracking status and/or completion to ensure such assignments are thorough, accurate, and completed with designated time frames.
3. One (1) year of professional experience preparing reports and correspondence for a public or private organization.
4. One (1) year of professional experience interpreting programs, services, and procedures for the public and/or other internal/external entities as a representative of an administrative leader.
5. One (1) year of professional experience utilizing Microsoft Word, Outlook, and Excel in the performance of administrative duties.
6. Demonstrated verbal and written communication skills.
7. Ability to develop and maintain cooperative working relationships.

Employment Conditions

NOTE: Applicants must possess the ability to meet ALL the following conditions of employment, with or without reasonable accommodation, to be considered for this position.
1. Requires the ability to verify identity.
2. Requires employment authorization to accept permanent full-time position with the State of Illinois.
3. Requires the ability to pass a position specific, agency required background check.
4. Requires self-disclosure of criminal history.
5. Requires the ability to travel in the performance of duties.
Requires the ability to work outside of normal hours to meet deadlines.
6. Requires ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
7. Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry related topics relevant to job duties.
8. Requires ability to lift and carry objects weighing up to 10 pounds. This is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.