Confidential Staff Assistant (Administrative Assistant II - Opt Y6)

State Of Illinois Springfield , IL 62702

Posted 2 months ago

Description of Duties/Essential Functions Benefits Supplemental Questions

POSITION OVERVIEW:

The Illinois Environmental Protection Agency (IEPA) is seeking a highly qualified individual to serve as the Confidential Staff Assistant to the Bureau Chief in of the Bureau of Water (BOW). The successful candidate will serve as Supervisor for the Administrative Support Unit for the Bureau and perform a variety of administrative functions to assist in administration of the Bureau's operations and programs, directs and conducts a variety of investigations of problems affecting Bureau operations; manages requests for and correspondence from outside parties; researches and prepares correspondence related to confidential and sensitive information; tracks requests for document review and approval; gathers and interprets data and prepares reports for the Bureau; investigates problems affecting Bureau operations and recommends solutions; assists the Bureau Chief and other managers with Bureau-wide coordination on administrative issues; assists management and coordination of space allocation, information systems, and other resources. Acts as Bureau equipment and procurement liaison and assists in budget and fiscal services for the Bureau and assists with Bureau correspondence, deadline tracking, scheduling, and travel coordination/arrangements.

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties. Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.govor call (217) 524 - 7514 for further information and to request an accommodation.

POSITION ESSENTIAL FUNCTIONS:

30% As confidential staff assistant to the Bureau Chief, functions as assistant in the planning, development and execution of Bureau wide programs:

  • Responds to and follow-ups to various requests for information received by the Agency Director's Office for BOW,
  • Researches and prepares written correspondence to confidential and sensitive information,
  • Tracks various requests for review and approval in BOW; keeps the Bureau Chief abreast of items that may need to be acted on,
  • Gathers and interprets data and prepares reports,
  • Schedules/cancels meetings, speeches/presentations, conferences and travel for the Bureau.

25% Serves as full-line 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,
  • Adjusts first level grievances,
  • Effectively recommends and imposes discipline, up to and including discharge,
  • Prepares and signs performance evaluations,
  • Determines and recommends staffing needs.

15% Directs and conducts a variety of investigations of problems affecting Bureau operations and recommends solutions:

  • Assists Bureau Chief and Division/Section Managers in matters relating to administrative issues such as space allocation, information systems, and resources,
  • Coordinates projects for day-to-day operations; maintains a thorough knowledge of the basic programs in Bureau to provide guidance to BOW staff.

15% Acts as Bureau equipment/procurement liaison and assists in budget and fiscal services for the Bureau:

  • Coordinates all equipment ordering,
  • Receives requisitions for approval and enters data for tracking and processing,
  • Provides guidance and submits equipment recommendations to the Bureau Chief,
  • After Bureau approval, submits fiscal information to the appropriate Agency staff,
  • Assists in developing the Bureau budget and contract tracking.

10% Coordinates with Bureau Chief and Division/Section Managers:

  • Works on various projects regarding Bureau-wide efforts, environmental group inquiries, and national organization requests for positions or opinions of the Bureau as they relate to specific topics,
  • Maintains a communication system to ensure intra-sectional coordinating and consistency in programmatic issues.

5% Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.

Minimum Requirements:

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

  • Requires two years of professional experience in a public or private organization.

PREFERRED QUALIFICATIONS:

  • Experience in working as a confidential or executive assistant to upper level management.

  • Experience in supervising staff.

  • Experience in assisting or supporting management in the daily operations and administration of organizational activities.

  • Experience in working with confidential, high profile, time sensitive, or subject sensitive issues/materials.

  • Experience in budget development and fiscal services.

  • Experience in communicating with all levels of organizations, both internal and external.

  • Bachelor's degree

  • Proficiency in utilizing Microsoft Access or an equivalent database software.

  • Proficiency in utilizing Microsoft PowerPoint or an equivalent presentation software.

  • Proficiency in utilizing Microsoft Word or an equivalent word processing software.

  • Proficiency in utilizing Microsoft Excel or an equivalent spreadsheet software

CONDITIONS OF EMPLOYMENT:

All applicants must be able to meet the following Conditions of Employment 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 ability to sit for extended periods of time

  • Requires ability to work at various times outside of normal office hours to meet deadlines

  • Requires ability to work overtime

  • Requires ability to pass a background check

Work Hours & Location/Agency Contact:

Work Hours:

Monday - Friday

8:30 a.m. to 5:00 p.m.

Work Location:

1021 North Grand Avenue East

Springfield, IL 62702

ABOUT THE AGENCY:

The mission of the Illinois Environmental Protection Agency (IEPA) is to safeguard environmental quality, consistent with the social and economic needs of the State of Illinois, so as to protect health, welfare, property and the quality of life. IEPA works to safeguard the state's natural resources from pollution to provide a healthy environment for its citizens. By partnering with businesses, local governments and citizens, IEPA is dedicated to continued protection of the air we breathe and our water and land resources.

How to Apply:

  • IMPORTANT INFORMATION ABOUT THIS POSITION *

This position is an "ONLINE APPLICATION ONLY". Apply to this position using the "Apply" link above. Please see the illustration below:

Previously submitted applications for open competitive list or a promotional list for this position will not be considered. Only applications submitted "ONLINE", during the posting period, will be considered in the filling of this position. Paper applications submitted for this position will not be processed and will be destroyed.

A RESUME IS REQUIRED FOR THIS JOB POSTING

Please attach a Resume/Curriculum Vitae (CV) to your application in the attachments. You will not be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

ESTIMATED HIRING TIMELINE:

Applicant notification of interview: 9/3/2020

Interviews will begin: 9/10/2020

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Confidential Staff Assistant (Administrative Assistant II - Opt Y6)

State Of Illinois