Date: May 16, 2024Location:

Springfield, IL, US, 62702-5056

Job Requisition ID: 37948

Agency : Department of Public Health

Office: Disease Control

Division: Deputy Director's Office

Posting ID: 80-24-0158

Posted: 05/16/2024 - 05/31/2024
Salary: $5,816-$8,678/month
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.

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:

80-24-0158

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 $2 billion in state and federal funds, 7 regional offices, 3 laboratories and over 1,200 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

The Illinois Department of Public Health is seeking a highly motivated individual to serve as staff assistant. Participates in the planning, development and execution of operating procedures of the Office and performs a variety of staff assignments, some of a sensitive and confidential nature. Provides administrative support for the development and execution of program and activities.

Job Responsibilities

1. Under general direction, as staff assistant to the Deputy Director of Disease Control, participates in the planning, development and execution of operating procedures for the Office.

• Performs a variety of staff assignments, some of a sensitive and confidential nature, including preparation of status reports, maintenance of administrative records, monitoring of staff assignments and correspondence for the Deputy Director’s signature.
• Initiates and independently prepares responses to various inquiries.
• Reviews replies from agency staff for form and accuracy.
• Assists with the administration of Office programs by handling problems of a technical nature and interpreting Department Directives and Guideline.
• Coordinates and organizes committees and meeting materials.
• Serves as primary lead in maintaining ePAR hiring Smartsheets, reviews for accuracy, and follow-up with program personnel on job clarifications and classification.

2. Directs and coordinates strategic planning and performance review activities for the Office.

• Initiates and prepares reports and correspondence related to performance review and strategic planning.
• Serves as liaison between division chiefs and the Deputy Director.
• Monitors and follows-up with division chiefs on office submissions to the Director’s Office.
• Assists the Deputy Director in special analysis and reports.
• Provides administrative support by researching, editing and composing reports for the development and preparation of all required narrative reports.
• Maintains electronic logs and files of these reports.
• Oversees the publication of office documents including proofreading, editing, compiling, form layout, assembling, printing, mailing, and distribution.
• Assists in the organization and preparation of applicable public documents in electronic format for the Internet and other electronic media.
• Establishes procedures and methods for maintaining files and records.

Job Responsibilities (cont)

3. Coordinates budget requests and expenditure information to fiscal staff to track funding levels.

• Manages IT equipment for Office by tracking, identifying needs and recommending allocations of equipment to Deputy Director.
• Serves as back-up on ATSR support, coordination of requests, and follow-up within utilizing DoIT designated applications.

4. Performs liaison work between agencies and outside organizations, including preparation of reports and plans required under state and federal programs, participating in meetings, and analyzing and comparing external operating procedures to determine impact or relationship to office programs.

• Confers with officials from other agencies in the development, interpretation and installation of programs and procedures.
• Interprets, discusses and explains agency programs to interested groups.
• Attends and participates in office staff meetings.
• Offers input at meetings regarding internal communications and other matters related to communications with all interested parties.

5. Coordinates the analysis and review of legislative proposals for Office.

• Assigns bills to appropriate section for completion of review.
• Compiles all responses into recommended action for submission to legislative affairs.

6. 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 of college, preferably with courses in public or business administration.
• Requires two years of professional experience in a public or private organization.

Work Hours: Monday-Friday 8:30am-5:00pm
Work Location: 525 W Jefferson St, Springfield, Illinois, 62702-5056
Agency Contact: DPH.HRRecruiter@illinois.gov

Posting Group: Office & Administrative Support

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

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

Job Type: Full-time

Pay: $5,816.00 - $8,678.00 per month

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person