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- Administrative Staff I
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- Titles Administrative Assistant I
- Staff Assistant Level I
- Administrative Staff Assistant
- Staff Administrative Assistant
Staff Assistant (Administrative Assistant I)
| Company | State of Illinois |
| Address | , Springfield, 62702, Il |
| Employment type | FULL_TIME |
| Salary | $4,738 - $6,964 a month |
| Expires | 2023-07-28 |
| Posted at | 11 months ago |
Agency: Department of Innovation and Technology
Posting Date:
Closing Date: 06/05/2023
Salary: $4,738 - $6,964/Monthly; CBA Applies; (Anticipated starting salary for non-state $4,738/mo)
Job Type: Salaried Full Time
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.
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 # 27415
Are 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 in a dynamic, creative thinking, problem solving environment. This position serves as the Staff Assistant to the Chief Information Security Officer performing administrative duties and special projects which may be of a confidential or complex nature. In this role you will assist in the effectuation of sound administrative operations and execution of established programs of the division. In addition, you will serve as a liaison with government office representatives, businesses, vendors and the general public, providing information concerning division policies and procedures. If you possess these skills and experience, we invite you to apply for this position and join the DoIT Team!
As a State of Illinois employee, you receive a comprehensive benefits package including:
- 10 weeks of paid maternity/paternity leave
- Competitive Group Insurance benefits including health, life, dental and vision plans
- Deferred Compensation Program – voluntary supplemental retirement plan
- Flexible work schedules (when available and dependent upon position)
- Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
- 10 -25 days of paid vacation time annually (10 days for first year of state employment)
- 3 paid personal business days per year
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
- 12 days of paid sick time annually which carryover year to year
- Pension plan through the State Employees Retirement System
- 13-14 paid holidays per year dependent on election years
For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
Job Responsibilities
25% Serves as the Staff Assistant to the Chief Information Officer (CIO) of the Department of Innovation & Technology/Department of Agriculture (DoIT/AGR):
- Performs all timekeeping duties for Computer Services.
- Recommendations include revision of existing policies and procedures or alternative work assignments.
- Identifies alternative work assignments to accomplish desired objectives.
- Confers with management personnel relative to establishing priorities for the personnel.
- Establishes desired guidelines in conjunction with the Department Personnel Office and monitors the progress of such requests.
- Prepares and processes hiring and other personnel paperwork.
- Assists the CIO, by conferring with management personnel with organization and assignments of IT project management workloads and work assignments relating to existing operations within Computer Services.
- Works outside of normal business hours to meet deadlines or address critical issues, as necessary.
25% As staff assistant to the CIO, composes complex letters, reports, plans, memorandums, etc., ensuring accuracy and confidentiality:
- Advises appropriate management of changes, additions, deletions or revisions to records.
- Answers phone, takes messages, transfers calls to appropriate parties, and provides directions to locations or offices.
- Fulfills requests for nontechnical information, including department rules and regulations.
- Determines appropriate management personnel to coordinate specific information.
- Travels in performance of duties.
- Maintains and organizes a variety of complex records relating to the tasks and activities of a standardized system development methodology.
- As a receptionist, provides non-technical information and assistance in person and by phone to representatives of other agencies, clients, the general public and others.
(Job Responsibilities continued)
- Prepares accounnting spreadsheets, tracks Computer Services expenditures and advises the CIO of balances, projections, payroll etc.
- Authorizes and approves payments by affixing CIO's signature to documents.
- Authorizes purchase of supplies and/or equipment, as necessary.
15% Serves as property control coordinator for Computer Services:
- Oversees the perpetual maintenance of the IT Inventory System as set forth in the agency's property control procedures.
- Processes and documents the agency's property control procedures to ensure that all Computer Services equipment is properly handled.
10% Works directly with Department of Innovation & Technology (DoIT) regarding all aspects of consolidated and shared IT services:
- Under direction of the CIO, receives, reviews, and submits change and/or work requests to DoIT.
5% Performs other duties as required or assigned which are reasonably within the scope of 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 completion of an agency approved professional management training program.
Preferred Qualifications (In Order of Significance)
1. One (1) year of professional experience in customer service.
2. One (1) year of professional experience with Office 365.
3. Ability to analyze and diagnose administrative issues and coordinate efforts to resolve.
4. Developed verbal and written communication skills to present information to others with clarity and precision.
5. Ability to maintain satisfactory working relationships with others.
Conditions of Employment
- Requires the ability to work outside of normal hours to meet deadlines
- Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
- Requires the ability to travel
- Requires the ability to pass a position specific, agency required background check
Work Hours: 8:00 am - 4:30 pm Monday - Friday
Work Location: 801 E Sangamon Ave Springfield, IL 62702-1813
Agency Contact: [email protected]
Job Family: Office & Administrative Support
This position does not contain “Specialized Skills” (as that term is used in CBAs).
The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT 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. In 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 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.
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:
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