Administrative Support (Program Specialist II #425)

at ILLINOIS STATE BOARD OF EDUCATION in Springfield, Illinois, United States

Job Description

Reporting to the Director, provides administrative support to the Director and professional staff of the department; functions as an assistant to the Director; coordinates administrative functions within the department.


  • ​​​Provides administrative support to the department by developing and preparing memos, letters, correspondence, reports, legal documents, etc.
  • Coordinates Requests for Proposal (RFP) receipt and recording process.
  • Performs Management Information Database Accounting System (MIDAS) transactions for approved department activities including creating appropriate spending requests, processing vouchers, ordering supplies and preparing related records and reports.
  • Serves as department contact for website updates and technology issues.
  • Answers questions and concerns pertaining to the department.
  • Screens calls to determine the best individual to respond and refers to the appropriate party.
  • Prepares, monitors and files itineraries.
  • Establishes and coordinates scheduling of meetings for the Director.
  • Schedules meetings and makes travel arrangements for Director and professional staff.
  • Serves as department timekeeper, maintaining and completing attendance in the timekeeping system.
  • Prepares complex presentations for Director and professional staff using Microsoft Powerpoint.
  • Maintains administrative and confidential files and records.
  • In coordination with the Agency's records management coordinator, serves as department liaison for records management.
  • Determines and recommends efficient office procedures.
  • Answers questions and concerns of professional and administrative staff.
  • Serves as inventory clerk for the department, maintaining inventory records, documenting all inventory movements, and ensuring inventory control procedures are adhered to by staff.
  • Performs other duties as assigned.
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Job Posting: 10886838

Posted On: May 01, 2023

Updated On: Jul 08, 2023

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