Date: Apr 26, 2024Location:

Springfield, IL, US, 62702-5076

Job Requisition ID: 37411

Agency: Department of Public Health

Title: Office Administrator III, Opt 2
Office: Women's Health and Family Services

Division: Family Planning

Posting ID: 61-24-0267 / 37411

Posted: 4/26/2024-5/10/2024
Salary: Anticipated Starting Salary (Effective 7/1/24) $4,112 a month; Full Range $4,112 - $5,701 a month
Job Type: Salaried
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC014

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 61-24-0267 / 37411

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 Office of Women's Health & Family Services (OWHFS) administers programs overseeing health and services for women and girls as well as family services dedicated to improving the health and well-being of pregnant women, infants, children, and adolescents through Child and Adolescent Health, Perinatal Health, and School Health Programs.

Job Responsibilities

1. Performs administrative secretarial work and office support functions for the supervisor.

• Distributes incoming mail.
• Distributes mass email notifications to Family Planning Program staff and delegate agency staff.
• Prepares large mailings.
• Researches and compiles information for special reports and projects including FOIA requests.
• Performs coordinative paraprofessional/technical secretarial and office support.
• Prepares complex reports and documents utilizing advanced PC application functions for the Program Administrator.

Job Responsibilities (continued)

2. Coordinates the central office management of Delegate agency data and billing record submissions through Fox Pro, error reports, demographic reports and expenditure reports.

• Ensures reports are timely.
• Notifies Family Planning Program staff of report availability.
• Maintains the log and tracking system for routine program reports and delegate agency grant applications.

3. Assist in organizing and arranging biannual Family Planning Advisory Council (EPAC) meeting and FPAC sub committees meetings.

• Composes and transcribes all FPAC committee minutes and makes travel arrangements for FPAC committee members.
• Assists in preparing health education materials and health promotion items for distributing to the Delegate Agencies
• Compiles appropriate follow-up and directories based on these submissions.

Job Responsibilities (continued)

4. Serves as working supervisor:

• Assigns and reviews work
• Provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Reassigns staff to meet day-to-day operating needs
• Establishes annual goals and objectives
• Approves time off
• Prepares and signs performance evaluations

5. Participates in conferences and trainings conducted by the Office of Women’s Health & Family Services and Family Planning Program.

• Provides staff support for assembles, making travel arrangements and reviewing travel vouchers.
• Transports conference and training materials to field staff.

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 two years’ study at a secretarial or business college and one year’s office experience; or, completion of high school and three years’ Office Assistant experience; or, three years’ independent business experience or equivalent.
• Requires ability to type accurately at 30 wpm.

Conditions of Employment

• Requires a valid drivers license.

Work Hours: 8:30am - 5:00pm Monday-Friday
Work Location: 535 W Jefferson St Springfield, IL 62702-5076
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: $4,112.00 - $5,701.00 per month

Benefits:

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

Schedule:

• Monday to Friday

Work Location: In person