New Job Administrative Assistant I In Illinois

Agency Marketing Statement

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 $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 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.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform a variety of staff functions as they relate to the management activities for the Fairview Heights Regional Office. Assures that all office procedures, workflow, controls, etc., are functioning properly to ensure effective operations as well as maximum utilization of support personnel. Monitors, evaluates, and coordinates regional support staff assignments and operational procedures.

Job Responsibilities

1. Assists Regional Health Officer (RHO)with management of the regional office.

• Recommends and assists in the development of guidelines and plans to improve office operations, i.e., office arrangement, workflow, interoffice communications, personnel problems, etc..
• Implements and monitors regional policies and procedures on behalf of RHO, keeping RHO apprised of status; provides information and clarification on Department policies, directives and procedures, composing memorandums to regional staff, and providing individual consultation to regional staff.
• Acts as representative with communications from Department personnel, local agency administrators, regional personnel and the general public, taking action when needed according to regional polices.
• Exercises critical thinking skills when making decisions for the operational needs of the regional office.
• Exercises strict confidentiality of information shared by Regional Health Officer concerning human resource and strategic operational matters; compiles information, prepares reports and composes correspondence for RHO’s approval.
• Reviews and signs documents for RHO, as directed.
• Keeps RHO informed of problems, issues or challenges in regional office.

2. Serves as a designated lead worker of lower level support staff engaged in complex, specialized clerical and paraprofessional/technical work.

• Assigns and reviews clerical work and monitors projects for completion date.
• Provides guidance and training to assigned staff
• Advises immediate supervisor regarding performance of staff.
• Keeps support staff up-to-date on policy and procedure changes.

3. Makes the administrative arrangements for Long-Term Care hearings.

• As directed by an Administrative Law Judge assist with the scheduling of hearings and issues official documents.
• Communications with interested parties regarding scheduled hearings and interpretation of rules.

(Job Responsibilities continued)

4. Serves as LAN Administrator for the regional office PC network.

• Provides direction for the regional office PC network.
• Provides guidance and support to regional LAN users with network and application problems.
• Responsible for adding and deleting users, setting user Ids, security, and directory structures on the LAN system.
• Maintains LAN fileserver, workstations.
• Serves as contact person between users and Data Processing regarding software, hardware, and general system problems.
• Coordinates user training.
• Monitors system usage.

5. Serves on a rotational basis as the regional office receptionist.

• Answers incoming telephone calls and directs calls to the proper program staff member.
• Takes messages through hand written forms when necessary and submits to all staff on a timely basis.
• Checks the office general voice mail box for messages and routes messages to the appropriate staff member.
• Opens and stamps general office mail.

6. Coordinates regional personnel transactions with Central Office for employee job and benefits including new employee orientation and annual and/or periodic staff benefits training.

• Coordinates and reviews regional travel vouchers for accuracy and compliance with State policies.
• Coordinates regional time reporting system and personal time keeping system.
• Represents regional staff for inquiries and communication with Central Office when clarifications are needed.

Job Responsibilities (continued)

7. Coordinates the control, assignment, maintenance and inventory of all regional property, equipment, including regional vehicles, supplies, telecommunication system and building maintenance.

• Assist with the evaluation of equipment needs and the development of plans for ongoing and future acquisitions, replacements, and surplus.
• Coordinates and monitors all mail services, including meter usage, stamps, USPS services or other postal carriers.

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

Minimum Qualifications

• Requires knowledge, skill, and metal development equivalent to the completion of four years of college, preferably with courses in public or business administration.
• Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management-training program.

Preferred Qualifications

• One year experience leading workers in assignments.
• One year experience recommending and assisting in the development of guidelines and plans to improve office operations.
• One year experience scheduling hearings/meetings and issuing official documents.
• One year experience coordinating regional personnel transactions.
• Thorough knowledge of personnel policies.
• Possession of excellent written and verbal skills.
• One year experience with major software programs (i.e. Word, Excel, Powerpoint).