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
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.
