Administrative Assistant I

Agency: Department of Human Services

Opening Date: 06/26/2024

Closing Date/Time: 07/10/2024

Salary: Anticipated Salary (Effective 7/1/24) $5,423 - $8,070 per month ($65,076 - $96,840 per year)

Job Type: Salaried

County: Kane

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.

While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 39126

Position Overview

The Division of Mental Health is seeking to hire an Administrative Assistant I for the Elgin Mental Health Center located in Elgin, Illinois to serve as highly responsible staff assistant for the Forensic Treatment Program Director. Manages the FTP Administration office. Plans and organizes program studies and coordinates special projects of a complex and sensitive nature involving office operations. Serves as correspondence control manager for the Forensic Treatment Program Director. Reviews incoming correspondence, makes assignments to Forensic Treatment Program staff. Attends program and facility-wide meetings, workgroups and conferences.

Job Responsibilities

• Serves as highly responsible staff assistant for the Forensic Treatment Program Director.

• Serves as correspondence control manager for the Forensic Treatment Program Director.

• Serves as program liaison to various facility departments regarding Forensic Psychology Services administration issues.

• Assists Forensic Treatment Program Director when meeting with staff and recipients on forensic patient related problems or complaints to determine a solution.

• Attends program and facility-wide meetings, workgroups and conferences pertaining to forensic administration issues.

• 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 completion of an agency approved professional management training program.

Preferred Qualifications

• Two (2) years of professional experience conducting special projects which include evaluating existing and proposed programs, policies and procedures for a public or private organization and providing recommendations and appropriate follow-up.

• Three (3) years of professional experience efficiently tracking status and/or completion of assignments and meeting deadlines with strong attention to detail while multi-tasking multiple projects.

• Three (3) years of professional experience communicating effectively in writing and orally and coordinating the day-to-day activities that lead to greater efficiencies and effectiveness for a large administrative area for a public or private organization.

• Three (3) years of professional experience working for a public or private organization maintaining confidentiality and handling sensitive information with professionalism.

• Five (5) years of professional experience developing and maintaining professional working relationships with staff, customers, vendors and the public.

• Five (5) years of professional experience utilizing computer software such as Microsoft Office Suite in the preparation of reports, spreadsheets, and presentations in an accessible format for various audiences.

Conditions of Employment

• Requires the ability to utilize office equipment, including personal computers.

• Requires ability to pass the IDHS background check.

• Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.

• All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

Work Hours: 7:30am-3:30pm Monday-Friday

Work Location: 750 S State St, Elgin, Illinois, 60123

Division of Mental Health

Elgin Mental Health Center

Forensic Treatment Program Administration

Agency Contact: DHS.HiringUnit@Illinois.gov

Job Family: Office & Administrative Support; Social Services

About the Agency:

The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• 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)

• Personal, Sick, & Vacation rates modified for 12-hour & part-time 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)

• GI Bill Training/Apprenticeship Benefits eligibility for qualifying Veterans

• 5% Salary Differential for Bilingual Positions

• Commuter Savings Program (Chicago only)

For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

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.

State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.

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: Elgin

Nearest Secondary Market: Chicago