ADMINISTRATIVE ASSISTANT I

Posting Identification Number 43734

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Position Overview

The Division of Developmental Disabilities is seeking to hire an Administrative Assistant I to serve as the confidential staff assistant to the Assistant Center Director(s). Independently conducts a variety of special projects involving highly specialized and confidential issues. Coordinates meetings and takes minutes for a variety of committee groups. Develops, maintains, and distributes the Administrator on Duty (AOD) and Medical on Duty (MOD) schedules. Coordinates and maintains confidential Office of the Inspector General (OIG) reports. Reviews incoming correspondence. Functions as the facility’s Deferred Compensation Coordinator. Provides Center support to the Murray Parents Association (MPA).

Essential Functions

• Serves as the confidential staff assistant to the Assistant Center Director(s).
• Coordinates meetings and takes minutes for a variety of committee groups including, but not limited to, Executive Council, Administrative Council, Human Rights Committee (HRC), Behavior Support Committee (BSC), and Incident & Injury Review Committee (IIRC).
• Develops, maintains, and distributes the AOD and MOD schedules and advises of any changes throughout the month.
• Coordinates and maintains confidential OIG reports and verifies written report responses are completed and sent to appropriate personnel.
• Reviews incoming correspondence, delegates response authority to staff throughout the facility and prepares responses for the Assistant Center Director(s).
• Creates monthly newsletter for facility-wide distribution.
• Provides Center support to the MPA, confers directly with the parent association officers and directors determining needs and planning mutual activities.
• 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 one (1) year of professional experience in a public or private organization or completion of an agency approved professional management training program.

Preferred Qualifications

• Two (2) years of experience working for a public or private organization, in a social or human services field, maintaining confidentiality and handling sensitive information with professionalism.
• Two (2) years of experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
• One (1) year of experience effectively communicating with both internal and external stakeholders in oral or written form.
• Two (2) years of experience managing projects for a public or private organization.
• One (1) year of experience maintain work schedules, verifying adequate coverage.
• One (1) year of experience working with Deferred Compensation, enrolling new members, making changes for current employees, and keeping abreast of new rules governing Deferred Compensation and informing employees of changes.
• One (1) year of basic proficiency in Microsoft, Outlook, and Excel.

Conditions of Employment

• Requires the ability to utilize office equipment, including personal computers.
• Requires the ability to work after business hours, weekends, and holidays.
• Requires the ability to travel in the performance of job duties.
• Requires ability to pass the IDHS background check.
• Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.