Administrative Assistant I Conciliation/Mediation Division

Agency : Department of Labor

Closing Date/Time: 07/14/2024

Salary: Starting Salary $5,423.00/mo. Full Range $5,423.00 - $7,721.00/month

Job Type: Salaried

County: Cook

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.

Resume is recommended but not required.

Posting Identification Number 39090

Position Statement

There is availability for flexible work and hours, including the potential for hybrid remote work.

The Administrative Assistant l position is in our downtown Chicago office located at 160 N. LaSalle Street, Chicago, IL.

This position serves under the direction of the Mediation Attorney and is responsible for all support and administrative duties as the liaison between Deputy General Counsel and other management personnel. The ideal candidate should be hard working, able to communicate and a team player. This unique opportunity offers an exceptional benefit package to include health insurance, including vision care and dental, Deferred Compensation, life insurance and retirement. If you desire to become a valued member of a hard-working and respected team and up for a challenge or a change in your career, please take this opportunity to apply for this rewarding and gratifying position.

Agency Statement

The Illinois Department of Labor (IDOL) is one of Illinois' most important and dynamic Agencies. With an annual budget of $22.6 million, and an authorized staff of nearly 120 full-time employees, IDOL has the capacity and capability to provide administration and enforcement of over 25 labor and safety Laws. At IDOL, we take pride in our Agency's mission: to promote and protect the rights, wages, welfare, working conditions, safety, and health of Illinois workers through enforcement of state labor laws, and to safeguard the public through regulation of amusement rides and to ensure compliance with all other labor standards.

Minimum Qualifications

1.Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.

2.Requires one year of professional experience in a public or private organization, or completion of an agency-approved professional management training program.

Essential Function

1.Under general direction of the Conciliation & Mediation Division Manager, performs administrative support duties, secretarial and general office support functions for the Manager and Division staff. Serves as liaison between the Labor Conciliators and the Division Manager.

Screens incoming calls for the Manager and/or directing calls to appropriate agency division or state agency. Schedules and arranges various staff and committee meetings. Coordinates travel schedules and appointments.

2.Assists the Division Manager in implementing and executing program changes/upgrades in the Division including defining rapid results action plans for administrative, operations and/or programmatic areas. Handles special projects for the Division Manager.

Monitors caseloads and generates reports for the manager to monitor and track aging of cases, case progress and case status. Tracks and verifies payments received or owed in various formats.

3.Interacts with Labor Conciliators to assist them with technical aspects related to their case processing. Develops and updates templates and project metrics used by division staff.

Performs review of case management processes of labor conciliator staff, performs analyses of various processes to identify benchmarks and best practices for division staff, and recommends revisions to Division Manager to improve processes. Assists in the implementation of appropriate changes to policies and procedures and the implementation of corrective actions.

4.Modifies/updates tracking system for assigning cases and funds owed. Creates and submits quarterly accounts receivable reports to the Division Manager and Chief Fiscal officer.

5.Using highly technical knowledge of the Conciliation and Mediation Acts and other laws enforced by the Division, reviews all electronic mail, US Postal and courier mail, to determine jurisdiction under the Act. Develops responses or distributes mail to appropriate staff for handling. If no jurisdiction, drafts appropriate response.

6.Answers division telephones answering complex technical questions regarding laws the division enforces. Provides information and guidance to callers on provisions of the Acts.

7.Performs other duties as required or assigned which are reasonably within the scope of the duties above.

Preferred Qualifications (In Order of Significance)

1.Three (3) years of experience utilizing Microsoft Office suite, mainframe, and personal computer operations.

2.Two (2) years of experience working with data reporting.

3.One (1) year of experience writing concise and complex documents.

4.One (1) year of experience in customer service or one-year in a support role.

5.One (1) year of experience producing financial reports.

6.Two (2) years of experience working with data entry in SharePoint.

Employment Condition

1.Requires ability to travel in the performance of duties, with overnight stays as appropriate.

2.Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including

scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.

3.This position is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work

involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. This job may require a good deal of walking or standing or involves sitting most of the time with some pushing and pulling of arm or leg controls.

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

Work Hours: 8:30am-5:00pm (Flex Schedule Offered)

Work Location: 160 N La Salle St Chicago, IL 60601-3130

Agency Contact:

Danielle Routh

Email: dol.hr@illinois.gov

Phone #:217-786-0744

Job Family: Leadership & Management

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

Nearest Major Market: Chicago