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Administrative Assistant (ADMIN ASSISTANT I)

at Illinois Department of Innovation & Technology in Springfield, Illinois, United States

Job Description

35%
    1   Under general direction, serves as the Administrative Assistant for the Application Management Office for the Department of Innovation & Technology (DoIT), supporting the Department of Human Services (DHS):
•    Performs a variety of highly responsible administrative support functions for the Application Management (AM) Office.
•    Coordinates special projects of a complex and sensitive nature which include evaluating existing and proposed programs, policies, and procedures.
•    Researches, compiles, develops, and prepares special reports.
•    Coordinates the workflow of the office.  
•    Gathers data, coordinates and composes responses for review and signature.  
•    Advises manager of problems that arise and carries out as directed.
•    Utilizes Microsoft Word, Outlook and Excel in the performance of duties.


25%   Serves as staff assistant to the manager of Application Management:
•    Develops, compiles, and organizes information needed for the preparation of special operating requests for the office.
•    Tracks status and completion of assignments to ensure work is thorough, accurate, and completed within designated time frames.
•    Interprets programs, services, and procedures for the public and/or other internal/external entities.
•    Assists in projecting future operating needs based on current and past utilization.
•    Develops appropriate documentation and support for new initiatives.


20%    Assists in the coordination and control of activities and materials as well as the workflow to and from the Applications Management’s Office:
•    Coordinates issues from management meetings.
•    Tracks assignments of Applications Management staff for response to issues.
•    Prepares responses for review and action by manager

Essential Functions Continued

10%   Serves as correspondence control manager:
•    Reviews incoming correspondence.
•    Makes assignments to Application Management (AM) staff.
•    Assures that responses are received by the assigned deadline.  
•    Reviews responses for accuracy and compliance with office procedures.  
•    Prepares follow up reports for action by the manager.


5%    Advises and directs staff in the execution of office policies and procedures:
•    Interprets directives issued by the manager.
•    Develops lines of communications among all units with AM as well as other Department of Human Services (DHS) office.


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

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Job Posting: 11948178

Posted On: Jun 03, 2024

Updated On: Jun 14, 2024

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