• Job Description

  Req#: 38609

  Agency : Department of Human Services

  Opening Date: 06/13/2024
  Closing Date/Time: 06/27/2024
  Salary: Anticipated Salary (Eff 7/1/24) $5,423-$7,721/month ($65,076-$92,652/year)
  Job Type: Salaried
  County: Sangamon
  Number of Vacancies: 1
  Plan/BU: RC028

  This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

  While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

  All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

  Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

  Posting Identification Number 38609

  Position Overview

  The Division of Developmental Disabilities is seeking to hire an administrative assistant to serve as highly responsible staff assistant for the Bureau Administrator for Quality Management. Serves as correspondence control manager for the Bureau. This position assists in handling inquiries received from agency staff and private vendors; serves as special assistant to the Bureau. Administrator, assisting with the implementation of DHS contract process and office management; advises and directs staff in the execution of Division policies and procedures; and prepares and enters timekeeping.

  Job Responsibilities

  1. Serves as highly responsible staff assistant for the Bureau Administrator for Quality Management.
  2. Serves as special assistant to the Bureau Administrator, assisting with the implementation of DHS contract process and office management.
  3. Prepares and enters timekeeping.
  4. Serves as correspondence control manager for the Bureau.
  5. Serves as a working supervisor.
  6. Assists in handling inquiries received from agency staff and private vendors.
  7. Advises and directs staff in the execution of Division policies and procedures.
  8. 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 years of college, preferably with courses in public or business administration.
  2. Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

  Preferred Qualifications

  1. Two (2) years of experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
  2. Two (2) years of experience working for a public or private organization, in a social or human services field, maintaining confidentiality and handling sensitive information with professionalism.
  3. Two (2) years of professional experience with personal computers and software, such as Microsoft Office, WebEx, etc.
  4. Two (2) years of experience conducting special projects which include evaluating existing and proposed programs, policies, and procedures for a public or private organization.
  5. One (1) year of experience effectively communicating with both internal and external officials, providers and/or the public in oral and written form, such as newsletters and social media posts.
  6. One (1) year of professional supervisory experience assigning work, providing guidance to subordinates, recommending counseling, training staff, approving time off, and preparing and signing performance evaluations.

  Conditions of Employment

  N/A

  Work Hours: Mon-Fri 8:30am-5:00pm
  Work Location: 600 E Ash St, Springfield, Illinois, 62703

  Division of Developmental Disabilities

  Quality Management

  Administration
  Agency Contact: DHS.HiringUnit@Illinois.gov

  Posting Group: Office & Administrative Support; Social Services

  About the Agency:

  The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.

  As a State of Illinois Employee, you will receive a robust benefit package that includes the following:
  • 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)
  * Personal, Sick, & Vacation rates modified for 12-hour & part-time 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)
  • GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
  • 5% Salary Differential for Bilingual Positions
  • Commuter Savings Program (Chicago only)
  For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

  APPLICATION 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.

  State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.

  The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com

• About the company

  The Governor of Illinois is the chief executive of the State of Illinois, and the various agencies and departments over which the officer has jurisdiction, as prescribed in the state constitution.

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