Executive Assistant - State of Illinois : Job Details

Job Requisition ID: 48859Opening Date: 08/19/2025Closing Date: 09/02/2025Agency: Department of Human ServicesClass Title: ADMINISTRATIVE ASSISTANT II - 00502Skill Option: NoneBilingual Option: NoneSalary: Anticipated Salary: $6,500 - $8,000 per month ($78,000 - $96,000 per year)Job Type: SalariedCategory: Full TimeCounty: SangamonNumber of Vacancies: 1Bargaining Unit Code: NoneMerit Comp Code: Confidential (Management Bill) Exclusion from RC028 Collective Bargaining CoverageA RESUME IS REQUIRED FOR THIS JOB POSTINGPlease attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. 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.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.Posting Identification Number 48859Why Work for Illinois?Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you're helping to improve schools, protect our natural resources, or support families in need, you're part of something bigger-something that touches the lives of every person who calls Illinois home.No matter what state career you're looking for, we offer jobs that fit your life and your schedule-flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.Position OverviewThe Division of Developmental Disabilities is seeking to hire an independent, highly organized, and detail-oriented staff assistant for the Director's Office in Springfield. This position will be responsible for performing a variety of sensitive and controversial assignments in the overall administration of the Division. The successful candidate shall demonstrate exemplary organizational and communication skills, be a self-starter, and be able to carry out assignments with limited oversight in a timely manner.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 effectively communicating with both internal and external officials, providers and/or the general public in oral and written form.* 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 advanced proficiency in Microsoft Office Suite, including Webex, Word, PowerPoint, Access, and Excel used in the scope of the position.* All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.Work Hours: Mon - Fri, 8:30am - 5:00pm; 1-hour unpaid lunchWork Location: 600 E Ash St, Springfield, Illinois, 62703Division of Developmental DisabilitiesDirector's OfficeAdministrationAgency Contact: [email protected] Group: Office & Administrative Support; Social ServicesAbout the Agency:The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.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)* 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)For more information about our benefits please follow this link: INSTRUCTIONSUse 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 AidNon-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:* [email protected]* [email protected] Major Market: Springfield