Agency : Department of Human Services
Opening Date/Time: 08/23/23
Closing Date/Time: 09/05/2023
Salary: Anticipated Salary: $4,738 - $6,964 per month. ($56,856 - $83,568 per year)
Job Type: Salaried Full Time
County: Cook
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.
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.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 10-76-29542
Position Overview
The Division of Mental Health is seeking to hire an Administrative Assistant to provide administrative support to the Deputy Director for Colbert/Williams Consent Decree. This position performs duties of a highly responsible administrative nature; performs a variety of staff functions; assists in the management of Colbert and Williams Consent Decree programs; provides reports of activities to Consent Decree Administrators and other stakeholders; assists in developing and maintaining critical relationships at administrative levels within Illinois Department of Human Services (IDHS); monitors incoming communications via email, phone, and postal mail and responds or routes messages appropriately; assists with supporting Colbert and Williams Class Members in ensuring they retain housing by completing regular recertifications as required by subsidy administrators; serves as the timekeeper for identified program staff; and reviews some confidential Class Member information as the primary point of contact for many Class Member interactions.
Job Responsibilities
Serves as highly responsible staff assistant for the Deputy Director.
Serves as special assistant to the Deputy Director assisting with the implementation of IDHS processes and procedures and office management.
Assists with supporting Colbert and Williams Class Members in ensuring they retain housing by completing regular recertifications as required by subsidy administrators.
Manages incoming communication to the Comprehensive Class Member Transition Program, including email, phone calls, and postal mail.
Serves as the timekeeper for identified program staff.
Advises and directs staff in the execution of office policies and procedures.
Performs other duties as required or assigned which are reasonably within the scope of those duties enumerated above.
Minimum Qualifications
1. Requires knowledge, skill, and mental development equivalent to completion of four years 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
- Three (3) years of professional experience in Microsoft Office Suite, SharePoint, and Teams, including preparation of graphs, charts and/or maps.
Three (3) years of professional experience communicating effectively (written and orally) and coordinating day to day activities that lead to greater efficiencies and effectiveness within a division or bureau.
Three (3) years of professional experience efficiently tracking status and/or completion of assignments across a bureau or division to ensure such assignments are thorough, accurate, and completed with designated time frames.
Five (5) years of professional experience developing and maintaining professional working relationships with staff, customers, vendors, and public.
Two (2) years of professional experience as a representative of an administrative leader to discuss and/or interpret programs, services, and procedures for the general-public and/or other internal/external entities.
Two (2) years of professional experience researching issues and concerns and preparation of reports and recommendations for policy and/or procedural changes.
Conditions of Employment
- Requires basic proficiency in Microsoft Office Suite, especially Excel.
- The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
Work Hours: Mon - Fri, 8:30am - 5:00pm
Work Location: 122 S Michigan Ave Chicago, IL 60603-6191
Division of Mental Health
Administration
Colbert/Williams Consent Decree
Agency Contact: DHS.HiringUnit@Illinois.gov
Job Family: Office & Administrative Support
About the Agency:
The Illinois Department of Human Services serves families in need all 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 Work Schedules (as applicable)
- 13 Paid Holidays annually, 14 on even numbered years
- Flexible Work Schedules (when available dependent upon position)
- 10 Weeks Paid Maternity/Paternity Leave
- Deferred Compensation Program - A supplemental retirement plan
- Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
- 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.as
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:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
