Administrative Assistant/Paralegal Jobs

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

Under the general direction of the Administrator and the General Counsel, provides administrative support for the development and execution of programs and activities for the Certificate of Need, including the Long-Term Care Facility Advisory Subcommittee. Assists with managing and maintenance of the Health Facilities and Services Review Board database(s); conducts investigations and studies of a limited scope regarding Certificate of Need (CON) activities; performs data collection and management information for administrative and management reports; compiles statistics for special analyses and reports; maintains written procedures to promote consistency and functionality in each area of responsibility. Assists in the drafting, editing, compiling and dissemination of necessary documents for the promulgation of rules, regulations and procedures subject to the Administrative Procedures Act (APA). Assists in the identification of potential compliance issues which may require action by the Health Facilities and Services Review Board. Serves as liaison to the general public, other state and federal agencies, and research organizations in responding to inquiries or requests for information.

Job Responsibilities

• Assists in managing and maintenance of the complex databases, including the IHFSRB database. Enters data, reconciles information, maintains and updates the monthly summaries, ensures accuracy of data and is responsible for data analysis and the preparation and distribution of reports, including reports for use of the State Board. Prepares data tabulations, answers questions, and responds to requests for data. Compiles statistics needed to answer inquiries from the public, federal, state and local agencies, and research groups. Maintains written procedures to promote consistency and functionality in each area of responsibility.
• Provides support for administration of the program; aids the State Board staff in the determination of completeness of applications, determination of applicants’ reviewability, and review of State Board staff reports. Prepares monthly letters for upcoming final completion and annual report due dates for previously approved projects. Calculates and determines fee amounts for CON applications using current statutes and regulations. Prepares the State Board Approval Letters for review and signature by the Administrator of the State Board. Assists in the drafting, editing and compiling necessary documents for the promulgation of rules, regulations and procedures subject to the Administrative Procedures Act (APA). Assists in the collection of data for the Hospital, Long Term care and Ambulatory Surgical Treatment Center annual surveys.
• Coordinates transaction data activities; performs data collection and management information for administrative and management reports; maintains electronic logs and all files of these reports; identifies trouble areas and recommends solutions; and converts documents to electronic formats and communication software. Conducts studies of a limited scope regarding Certificate of Need activities, including but not limited to reports of action of the Health Facilities and Services Review Board, summaries of characteristics of projects reviewed, analysis of project attributes such as scope, size and financial information, compliance issues and other health data elements. Conducts special analyses and reports; manages the timely and accurate compilation of statistics on division programs and activities; establishes and maintains mechanisms for monitoring and facilitating program activities for managerial reports; and prepares draft reports of these outcomes.

Job Responsibilities (cont.)

4. Assists the State Board’s Legal Counsel in identifying potential compliance issues, generating reports, letters and legal documents, referring compliance matters to the State Board’s Legal Counsel and preparing legal files for administrative hearings. Assists the General Counsel in maintaining legal reports including compliance reports and litigation reports.

5. Serves as liaison to the general public, other state and federal agencies, and research organizations; coordinates administrative requests for information on division programs; coordinates the dissemination of information among division programs. Independently responds to inquiries and explains procedures, rules and/or services of the CON program; answers public inquiries pertaining to, but not limited to public hearings, fees, meeting dates, and project information, requiring a working knowledge of the Freedom of Information Act.

6. Attends State Board and Long-Term Care Facility Advisory Subcommittee meetings as needed.

7. Provides support for the Long-Term Care Facility Advisory Subcommittee.

8. Prepare, compile and disseminate documents to Subcommittee members and staff.

9. Supports staff, the Board, the Subcommittee by making travel arrangements, preparing travel vouchers, scheduling meetings and attending meetings and public hearings as necessary.

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

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in public or business administration.

Preferred Qualifications

• Experience and training as legal secretary or legal assistant is desirable.
• Excellent organization and administrative skills, drafting skills, analytical skills, professionalism and interpersonal skills required.
• Ability to maintain confidentiality is essential.

Conditions of Employment

• Travel required.