Staff Assistant (ADMINISTRATIVE ASSISTANT I)

Position Overview

The Illinois Department of Public Health is seeking a highly motivated, detailed oriented individual to serve as a staff assistant to the Division of Long Term Care Field Operations.  This individual preforms a variety of administrative functions necessary to the operation of the Division.  Responds to inquiries through written and verbal communication.  Assists with copying, collating and completing a variety of documents for the Division.

Benefits Statement

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

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources

*These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Essential Functions

• Functions as the staff assistant to the Division Chief for Long Term Care Field Operations.
• Oversees personnel process for the Division of Long-Term Care Field Operations.
• Independently responds to inquiries regarding the assigned programs for the Division of LTC FO.
• Serves as long term care liaison between LLCS project lead and Division of Field Operations. 
• Represents the Division Chief at meetings as required.
• 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 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 experience in Microsoft Office Suite (i.e., Word, Outlook, Excel, and PowerPoint).
• Two (2) years experience creating, using logic, developing continuity and maintaining Smartsheet. 
• Two (2) years experience organizing and managing meetings, transcribing minutes and providing communication through virtual applications (i.e., WebEx, Zoom).
• Two (2) years experience working with long term care facility administrative regulations and requirements. 
• Two (2) years experience working with LLCS technology, developing reports and troubleshooting administrative issues and providing recommendations for fixes.
• Two (2) years experience using artificial intelligence applications in the workplace to assist with summarizing documents, regulations and reports. 

Conditions of Employment

• Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during state employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (OEIG) or may be subject to a fine.
• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.

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

About the Agency

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 $1.8 Billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,400 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.