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 perform highly responsible staff functions of a sensitive and controversial nature. This individual will function as administrative and confidential assistant to the Division Chief, coordinating day-to-day activities of the Division, including planning, execution and implementation of policies and procedures. Coordinates the state-wide package processing system for all inspections and investigations of long-term care facilities conducted by Division surveyors. Serves as liaison between the Office of Information Technology and regional staff on data input issues, report development and staff training. Conducts Statewide training on program usage for Federal long-term care computer software programs.

Job Responsibilities

1. Functions as administrative and confidential assistant to the Division Chief, coordinating day-to-day activities of the Division, including coordination of Office of Health Care Regulation (OHCR) On-Boarding.

• Conducts administrative staff assignments, special projects and studies relating to the overall management and execution of the program’s objectives.
• Develops, reviews and disseminates specialized licensure and certification reports.
• Coordinates Division on-boarding program including but not limited to ordering equipment and ensuring installation of appropriate software, submit Service Now (SNOW) tickets and Automated Survey Process Environment (ASPEN) access.

2. Serves as liaison between the Office of Information Technology and regional staff on data input issues, report development and staff training.

• Conducts statewide training to supervisors on program usage for Federal long-term care survey programs.
• Identifies problems with data systems and recommends solutions to Division Chief and other supervisory staff.
• Represents Division Chief on data system design and utilization committees.
• Serves as Agency Technology Service Requesters (ATSR) and liaison with other Division ATSR to ensure timely and accurate submission of tickets.

Job Responsibilities (continued)

3. Assists in the preparation of highly complex and specialized projects.

• Participates in Bureau’s Smartsheet Core Team or other teams taking leadership as needed.
• Maintains data and information in Smartsheets as an owner or administrator.
• Utilizes process improvement methodologies and Rapid Results to eliminate inefficiencies and reduce variations within the Department.
• Assists the DDO’s office by participating in process improvement teams.
• Serves as the Division’s property control coordinator.
• Retrieves and prepares the yearly property control and equipment inventory report for the Division.

4. Works with the Budget and Fiscal Section in developing quarterly records and reports used for Federal reimbursement, bed tax, facility staffing ratios and others as directed.

• Performs comparative analysis on Human Resource hours compared to survey hours.
• Participates in the analysis of the annual State and Medicare budget.

5. Performs other duties as assigned or required 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 public or business administration.

Preferred Qualifications

• Three years of experience in the development and on-going monitoring of Smartsheet.
• Three years experience in Microsoft Office Suite (i.e., Word, Outlook, Excel, PowerPoint), and development of Smartsheets.
• Two years experience with planning and implementation of policies and procedures.
• Two years experience researching and completing special projects.
• One year experience tracking survey activities.
• Two years experience preparing correspondence in a professional manner consistent with applicable policies and procedures.
• One year experience communicating clearly and effectively both verbally and in writing.

Conditions of Employment

• Requires ability to travel in the performance of duties.
• Requires appropriate, valid driver’s license.

*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.