EAS Administrative Assistant (Administrative Assistant I)

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 Administrative Assistant to the Chief of Enterprise Application Services. Duties will include performing a variety of administrative activities and special projects, some of which are confidential and complex in nature. The position will work in the coordination of division logistics and team interactions, expediting projects, submitting statements of work, tracking procurements, submitting and tracking small purchases and office supplies, managing staff onboarding and offboarding, along with equipment assignments. This position will also assist in managing the calendar of the EAS Chief and process division travel and training documents. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position)
• 10 -25 days of paid vacation time annually (10 days for first year of state employment)
• 12 days of paid sick time annually which carryover year to year
• 3 paid personal business days per year
• 13-14 paid holidays per year dependent on election years
• 12 weeks of paid parental leave
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
  
  

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Why Work for Illinois? Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home. No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Essential Functions

• Under general direction, serves as the Administrative Assistant for the Enterprise Application Services (EAS) Division Chief of the Department of Innovation & Technology (DoIT) performing a variety of administrative duties and special projects related to the administration of the Department’s EAS Program.
• Advises, explains, and directs staff in the execution of office operations and policies that impact divisional procedures and regulations.
• Coordinates and maintains schedule for EAS Chief including meeting and travel arrangements, agendas, and compilation of support documents.
• Assists in handling inquiries received from agency staff and vendors.
• Serves as liaison between EAS management and other staff and Departments.
• 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 (4) years of college preferably with courses in public or business administration.
• Requires one (1) year of professional experience in a public or private organization.
  
  

OR

• Requires completion of an agency approved professional management training program.
  
  

Preferred Qualifications

• One (1) year of professional experience performing highly complex administrative duties within a private or public organization, including coordinating projects, preparing management-level reports, and supporting executive leadership.
• One (1) year of professional experience investigating, identifying, and resolving procedural, workflow, or production-related issues, with the ability to research policies, analyze operational impacts, and implement efficient solutions.
• One (1) year of professional experience serving as a primary liaison between management, staff, and external stakeholders, demonstrating the ability to interpret directives, communicate expectations, and maintain effective information flow across functional areas.
• Working knowledge of Microsoft Office Suite with proven experience preparing correspondence, reports, schedules, and presentations that support executive and program operations.
• Ability to analyze administrative issues, interpret policies and directives, formulate recommendations, and implement effective courses of action to improve processes and support divisional goals.
• Ability to develop and maintain cooperative and productive working relationships with management, staff, vendors, and external agencies, including coordinating cross-functional activities and resolving operational concerns.
• Demonstrated organizational and time management skills with experience coordinating executive schedules, meetings, travel arrangements, and supporting documents, as well as managing staffing, procurement tracking, and onboarding/offboarding processes.
• Demonstrated verbal and written communication skills, including experience drafting professional correspondence, preparing detailed reports, relaying directives to staff, and responding to inquiries from internal and external stakeholders.
  
  

Conditions of Employment

All applicants must be able to meet the following Conditions of Employment with or without reasonable accommodation, to be considered for this position. The State of Illinois complies with federal and state disability laws and will make reasonable accommodations for applicants and employees with disabilities.

• Requires the ability to verify identity.
• Requires employment authorization to accept permanent full-time position with the State of Illinois.
• Requires the ability to pass a position specific, agency required background check and self-disclosure of criminal history.
• Requires the ability to travel in performance of duties
• Requires the ability to work outside of normal hours to meet deadlines.
• Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays.
• Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
• Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry related topics relevant to job duties.
• Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.
  
  

The conditions of employment listed are incorporated and/or related to any duties included in the position description.

Work Hours: Monday-Friday 8:30am-5:00pm (work hours may vary)

Headquarter Location: 300 W Jefferson St, Springfield, Illinois, 62702

Work County: Sangamon

Agency Contact: Brittany Vespa

Brittany.Vespa2@Illinois.gov

Posting Group: 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

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com
  
  

Nearest Major Market: Springfield