Job Description

Administrative Assistant II

The Department of Healthcare and Family Services, Division of Medical Programs is seeking to hire an organized, detail-oriented, fast-paced individual to serve as an Administrative Assistant II. This position will serve as the assistant to the Administrator of the Division of Medical Programs, performing complex administrative tasks to assist with planning, developing, coordinating, and executing daily office functions. Responds to special inquiries and correspondence from staff, public, and private organizations. The ideal candidate will have a strong knowledge of office management practices, procedures, and programs with the ability to follow written and verbal instructions.

Essential Functions

• Under administrative direction, serves as Medical Programs Administrative Assistant to the Deputy Administrator of Operations in the Division of Medical Programs.
• Confers with state and federal agency representatives and agency staff.
• Serves as liaison, conferring with the Governor's Office, other state and federal agencies, and private organizations regarding the development, interpretation and installation of programs and procedures.
• Confers with managers including but not limited to Bureau Chiefs to interpret and explain policies and procedures.
• Serves as back up travel coordinator for administrative staff.
• 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 two (2) years of professional experience in a public or private organization.

Preferred Qualifications

• Minimum of two (2) years of professional experience serving as a staff assistant working for executive level management.
• Minimum of two (2) years of professional experience conducting special projects and evaluating existing and/or proposed programs.
• Minimum of two (2) years of professional experience interpreting programs, rules, and regulations for a public or private organization or state agency.
• Minimum of two (2) years of professional experience communicating detailed information both verbally and in written format.
• Minimum of two (2) years of professional experience serving as a liaison for executive level management in meetings.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• Requires the ability to utilize and maintain state issued equipment such as a laptop.
• Requires ability to travel in the performance of duties, with overnight stays as appropriate.

About the Agency

At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained. HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion. We welcome and value employees with different backgrounds, life experiences, and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation. HFS is an equal opportunity employer.

Benefits Statement

• Employees receive a robust benefit package including: Monday-Friday work schedule Flexible work schedules are available in many program areas. (Remote work may be an option for certain positions.) Health, Life, Vision, and Dental Insurance Pension Plan Paid Parental Leave Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare) Employees earn (12) paid Sick Days annually. New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually. Employees earn (3) paid Personal Days annually. (13-14) paid holidays annually (based on start date)

Work Hours: Monday - Friday 8:30 a.m. to 5:00 p.m.

Headquarter Location: 201 S Grand Ave E, Springfield, Illinois, 62704

Work County: Sangamon

Email: HFS.DMPApps@illinois.gov

Posting Group: Office & Administrative Support

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).

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