State of Illinois Hiring for ADMINISTRATIVE ASSISTANT I Job at Chicago, IL Full Time

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

Under general direction, functions as a confidential staff assistant to the Program Manager of the Nursing Home Identified Offenders Program which serves to protect the lives and safety of residents in long-term care facilities as required by statute. Acts in an extremely confidential capacity in implementing this State legislation and regulatory action; handles sensitive and confidential documentation for identified offenders residing in Illinois LTC facilities, including criminal history analysis, risk determination analysis and security recommendation to the facility responsible for housing the resident. Coordinates the mandated reporting of felons residing in facilities and assists in statutory interpretation for the program; evaluates the program based on coordinated response time of all agencies involved and recommends changes or improvements to the Program Manager. Assists with preparation and monitoring of budget and spending plan; coordinates fiscal operations of the Program. Establishes and maintains good working relationships with facility administrators, police jurisdictions, vendors, other IDPH divisions, state agencies and public and private external organizations.

Job Responsibilities

• As confidential staff assistant, participates in the planning, development and execution of operating procedures for the Nursing Home Identified Offenders Program and performs a variety of staff assignments, most of which are confidential in nature, including preparation of reports and maintenance of administrative records.

• Coordinates fiscal operations of the Program.

• Establishes and maintains good working relationships with facility administrators, police jurisdictions, vendors, other IDPH divisions, state agencies, public and private external organizations.

• Coordinates and requisitions the procurement and maintenance of equipment and supplies; keeps equipment inventory; assures that an adequate amount of supplies are available for the program at all times; inventories and orders supplies; ensures appropriate paperwork is completed.

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

Knowledge, Skills, and Abilities

• 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.
• Requires working knowledge of agency programs, rules and regulations.
• Requires ability to establish and maintain effective working relationships with program staff and outside organizations.
• Requires excellent computer skills and experience in word processing and spreadsheet applications (i.e., Word, Excel, PowerPoint).
• Position is of a highly confidential nature and prefer employee have a well developed knowledge of confidentiality issues and basic ability to understand written laws and their application.