EAS Administrative Assistant (Administrative Assistant I)

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking qualified candidates to work in a dynamic, creative, problem-solving environment. This position serves as the Administrative Assistant to the Chief of Enterprise Application Services.

Responsibilities

• Perform a variety of administrative activities and special projects, some of which are confidential and complex in nature.
• Coordinate division logistics and team interactions, expedite projects, submit statements of work, and track procurements.
• Submit and track small purchases and office supplies.
• Manage staff onboarding and offboarding, along with equipment assignments.
• Assist in managing the calendar of the EAS Chief and process division travel and training documents.
• Advise, explain, and direct staff in the execution of office operations and policies that impact divisional procedures and regulations.
• Coordinate and maintain schedule for EAS Chief including meeting and travel arrangements, agendas, and compilation of support documents.
• Handle inquiries received from agency staff and vendors.
• Serve as liaison between EAS management and other staff and Departments.
• Perform other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Requirements

• Knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
• One (1) year of professional experience in a public or private organization.
• OR completion of an agency-approved professional management training program.

Preferred Qualifications

• One (1) year of professional experience performing highly complex administrative duties within a private or public organization, including coordinating projects, preparing management-level reports, and supporting executive leadership.
• One (1) year of professional experience investigating, identifying, and resolving procedural, workflow, or production-related issues, with the ability to research policies, analyze operational impacts, and implement efficient solutions.
• One (1) year of professional experience serving as a primary liaison between management, staff, and external stakeholders, demonstrating the ability to interpret directives, communicate expectations, and maintain effective information flow across functional areas.
• Working knowledge of Microsoft Office Suite with proven experience preparing correspondence, reports, schedules, and presentations that support executive and program operations.
• Ability to analyze administrative issues, interpret policies and directives, formulate recommendations, and implement effective courses of action to improve processes and support divisional goals.
• Ability to develop and maintain cooperative and productive working relationships with management, staff, vendors, and external agencies, including coordinating cross-functional activities and resolving operational concerns.
• Demonstrated organizational and time management skills with experience coordinating executive schedules, meetings, travel arrangements, and supporting documents, as well as managing staffing, procurement tracking, and onboarding/offboarding processes.
• Demonstrated verbal and written communication skills, including experience drafting professional correspondence, preparing detailed reports, relaying directives to staff, and responding to inquiries from internal and external stakeholders.

Conditions of Employment

• Ability to verify identity and employment authorization for a permanent full-time position with the State of Illinois.
• Ability to pass a position-specific, agency-required background check and self-disclosure of criminal history.
• Ability to travel in performance of duties.
• Ability to work outside of normal hours to meet deadlines, including scheduled, unscheduled, short notice, evenings, weekends, and holidays.
• Ability to work overtime.
• Ability to use agency-supplied equipment such as laptop, personal computer, and work cell phone.
• Ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry-related topics relevant to job duties.
• Ability to lift and carry objects or equipment weighing up to 10 pounds.

Benefits

• Competitive group insurance benefits including health, life, dental, and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 10–25 days of paid vacation time annually (10 days for first year of state employment).
• 12 days of paid sick time annually which carry over year to year.
• 3 paid personal business days per year.
• 13–14 paid holidays per year dependent on election years.
• 12 weeks of paid parental leave.
• Pension plan through the State Employees Retirement System.
• Deferred Compensation Program – voluntary supplemental retirement plan.
• Optional pre-tax programs: Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.

Schedule

Monday–Friday, 8:30 AM–5:00 PM (work hours may vary).

About the Department

The Department of Innovation & Technology (DoIT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DoIT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents. DoIT offers employees the opportunity to advance their careers, develop new skills, and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion.

Headquarter Location: 300 W Jefferson St, Springfield, Illinois, 62702