Position Overview

At the forefront of protecting civil rights in Illinois, the Illinois Department of Human Rights (IDHR) welcomes all candidates for the position of Administrative Assistant I to the Senior Personnel Services Administrator (SPSA) of the IDHR’s Management Operations Unit (MOU). The Administrative Assistant I will utilize their direct working relationship with the MOU SPSA to provide staff and coordinative services necessary to the effective delivery of MOU services agency-wide. Incumbents are assigned a wide variety of administrative tasks/projects in several areas within the MOU portfolio. Incumbents will assist the SPSA in the planning, developing and installing of agency and MOU programs, procedures and policies; directing and/or participating in conducting evaluations of existing and proposed programs, procedures and policies; and directing and/or participating in the agency's liaison activities by representing their SPSA with other IDHR administrative/management personnel and division/unit heads.

Job Responsibilities

• Functions as a “Staff Assistant” to the SPSA (Senior Personnel Services Administrator) responsible for the administration of the Management Operations Unit (MOU):
  • Assists in the planning, developing and implementing of agency programs and procedures; directing and/or participating in evaluations of and reporting updates on existing and proposed programs, procedures and policies.
  • Assists in needs assessments, feasibility studies, time management studies, etc. for Management Operations Unit services.
• Independently develops responses and resources for routine inquiries concerning MOU programs, procedures, policies, services and issues.
  • Assists in the development and preparation and maintenance of reports for use by management, conducts basic trend analysis, and develops and maintains inventory and critical MOU data reports, etc
• Supports coordination of assignments from the MOU SPSA to MOU Staff and monitors, reviews and reports the status of assignments to ensure timely and accurate completion.
  • Delivers presentations on results of research, needs assessments and evaluations to Management Operations Unit leadership and staff as required.
• Coordinates MOU service/functional interdependencies between the MOU and other IDHR divisions/sections/units including, but not limited to select inventory and data management functions.
  • Maintains effective working relationships with other units, sections and divisions within the Department.
  • Assists in the effectuation of sound administrative operations and the execution of established programs and services delivered or managed by MOU for the benefit of Department and its various units, sections, and divisions.
• Under the direction of the SPSA, functions as a key communicator of MOU programs, procedures and policies and communicates the same to select external customers as authorized by the SPSA.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Preferred Qualifications

• Two years of professional experience using Microsoft Office applications, including Microsoft Excel, or the equivalent.
• One year of professional experience managing and documenting small projects to completion.
• One year of professional experience developing, reviewing, writing, and communicating standard operating procedures.
• One year of professional experience developing and preparing reports for management use.

Employment Conditions

• Requires the ability to pass a background check.

Education Degree

• Requires knowledge, skill and mental development equivalent to 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.