What are the responsibilities and job description for the Executive Assistant position at State of Illinois?
We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome
Reasonable Accommodation Statement
The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.
To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents Additional Documents section for each application.
Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.
Sponsorship for Employment
The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.
Disclosure of Salary Information
In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.
Opening Date: 10/16/2026
Closing Date: 10/29/2026
Agency: Department of Human Services
Class Title: ADMINISTRATIVE ASSISTANT II - 00502
Skill Option: None
Bilingual Option: None
Salary: Anticipated Salary: $6,460 - $7,500 per month ($77,520 - $90,000 per year)
Job Type: Salaried
Category: Full Time
Number of Vacancies: 1
Bargaining Unit Code: None
Merit Comp Code: Confidential (Management Bill) Exclusion from RC028 Collective Bargaining Coverage
Work Hours: Mon - Fri, 8:30am - 5:00pm; 1-hour unpaid lunch
Anticipated Hybrid Work Schedule Availability: It is required that a person reports to the headquarters on this job position as necessary (could be weekly, monthly, or other schedule) dependent on operational need
Headquarter Location: 600 E Ash St, Springfield, Illinois, 62703
Work County: Sangamon
Agency Contact: DHS.HiringUnit@Illinois.gov
Why Work for Illinois?
Position Overview
Essential Functions
- Serves as Executive Assistant for the Director of Developmental Disabilities, managing sensitive and confidential assignments in the overall administration of the Division utilizing Microsoft Word, PowerPoint, Excel and Access.
- Manages the coordination of meetings, webinars, and conferences for the Office of the Director.
- Serves as liaison with program and administrative staff of the Division.
- Coordinates integration and flow of written and oral information and materials within the Office.
- Receives all confidential mail and calls, some of which are sensitive and controversial.
- Serves as Property Control Liaison for the Directors Office.
- Serves as the Travel Liaison for Central Office.
- Serves as a timekeeper for the Division.
- Develops and coordinates procedures for reviewing, processing and responding to requests involving the Office, printing, mail control and special requests.
- 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 (4) years of college, preferably with courses in public or business administration.
- Requires two (2) years of professional experience in public or private organization.
Preferred Qualifications
- Three (3) years of experience working as a professional confidential assistant for a public or private organization.
- Three (3) years of professional experience leading and managing logistics, including registrations, for trainings, meetings, committees and other large conferences, both in-person and online for a public or private organization.
- Three (3) years of professional experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
- Three (3) years of professional experience meeting deadlines with strong attention to detail while simultaneously managing multiple projects.
Conditions of Employment
- Requires the ability to travel
- Requires the ability to utilize office equipment, including personal computers.
- All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.
About the Agency
- 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)
- Benefit time modified for part-time, 12-hour, & non-standard work schedules (as applicable)
- 13 Paid Holidays annually, 14 on even numbered years
- Flexible Work Schedules (when available dependent upon position)
- 12 Weeks Paid Parental Leave
- Deferred Compensation Program - A supplemental retirement plan
- Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
- Federal Public Service Loan Forgiveness Program eligibility
- GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
- 5% Salary Differential for Bilingual Positions
- Commuter Savings Program (Chicago only)
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Benefits:
Health Insurance, Vacation & Paid Time Off, Pension PlanSalary : $77,520 - $90,000