Job Description

Administrative Assistant I

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome.

Position Overview: Under general direction of the Director of Operations, performs agency-level procurement and project management duties in support of the Management Operations and Information Systems (MOIS) unit and coordinates property and supply management for the Department's Springfield office.

Essential Functions: Coordinates with the Agency Procurement Officer, provides buyer-level support processing authorized procurement activities in the State's BidBuy system, including but not limited to Release Off Master purchases, Requisitions, and Open-Market Bid procurements. Collaborates with peers in the MOIS unit to monitor support requests and ensure their assignment and advancement to resolution. Coordinates with MOIS team on the assignment of site-specific support requests to help ensure office and supply needs are assigned and monitored and performs on-site office management duties for the Department's Springfield office. Supports and coordinates with the Director of Operations and MOIS team on key Department initiatives to provide project management support and calendaring or completion of tasks related to other business units in the Department. 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 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: Prefers at least two (2) years of professional experience in procurement processes, including working knowledge of the Illinois Procurement Code and related administrative regulations, solicitation development, vendor and contract evaluation, notices and award management and compliance with public procurement regulations. Prefers at least two (2) years of professional experience in detailed project management, including documentation of compliance, processing phased development and stakeholder guidance and communications. Prefers at least two (2) years of professional experience composing business communications, working in database systems, supporting data entry, or similar business activities, and the ability to manage complex tasks in systems, such as dashboards, detailed records, or approval cycles. Prefers at least one (1) year of professional experience performing office management tasks, such as arranging site access and managing office space, furniture, telephones, and supplies.

Conditions of Employment: Completion of a background check and self-disclosure of criminal history. The ability to travel occasionally with the possibility of overnight stays.

Work Hours: Monday-Friday, 8:30 am - 5:00 pm

Headquarter Location: 524 S 2nd St, Springfield, Illinois, 62701

Work County: Sangamon

Agency Contact: Shawna Lamsargis

Email: Shawna.Lamsargis@illinois.gov

Phone #: 217-785-5114

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