Administrative Assistant

Agency : Capital Development Board

Class Title : Administrative Assistant I

Closing Date / Time : 11 / 20 / 2024

Salary : Anticipated Starting Salary $5,423 monthly; Full Range $5,423-$7,721 monthly

Job Type : Salaried

Category : Full Time

County : Cook

Number of Vacancies : 1

Plan / BU : RC028

This position is a union position; therefore, provisions of the relevant collective bargaining agreement / labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website.

State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 42691

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state.

Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule flexible jobs that provide the gold standard of benefits.

Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

Capital Development Board is hiring an Administrative Assistant in its Construction Division. Under general direction of the Regional Manager, the Administrative Assistant will perform complex and specialized functions including administrative support to the Chicago Office project staff and will serve as the liaison between the Regional Manager, other supervisors and managers, and Region 1 staff.

Essential Functions

• Monitors and generates confidential ongoing status reports regarding personnel-related issues.
• First point of contact for onboarding new Region 1 staff.
• Monitors project loads of project managers and creates and generates reports from multiple resources for the regional manager to monitor and track project status.
• Works with Capital Development Board (CDB) Agency Technology Service Requester ( ATSR) to ensure employees have needed IT equipment, telecom equipment, and software.
• Undertakes research and special projects related to the capital construction program.
• Develops documents, reports, spreadsheets, templates, and presentations.
• Communicates with using agencies, architectural / engineering firms, contractors, and vendors.
• Identifies and resolves administrative problems as guided by the regional manager.
• Performs other duties as required or assigned that 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 (1) year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

Preferred Qualifications

• Three (3) years of office experience in a construction-related field.
• Three (3) years of experience with office software packages including Microsoft Office products (Outlook, Word, Excel, PowerPoint, OneNote, Teams, SharePoint) and virtual meeting platforms including Cisco Webex.
• Two (2) years of experience analyzing, prioritizing, evaluating, and problem-solving special projects.
• Two (2) years of experience effectively organizing time, and anticipating, planning, and managing multiple priorities with deadlines.
• Two (2) years of experience communicating effectively orally and in writing with government agencies, construction industry partners, and the public.

Conditions of Employment

1. Requires completion of a background check and self-disclosure of criminal history.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Work Hours : Monday- Friday 8 : 30-5 : 00 (flex and hybrid schedules available)

Work Location : 555 West Monroe Street, Chicago IL 60661

Agency Contact : [email protected]

Posting Group : Office & Administrative Support

About the Agency

The Capital Development Board (CDB) oversees the construction of new state facilities, such as prisons, state parks, mental health institutions, and college and university projects.

In addition, CDB is responsible for renovation and rehabilitation projects at over 8,770 state-owned buildings spread over more than 100 million square feet of floor space.

As a State of Illinois employee, you are entitled to a robust benefits package that includes :

• Flexible work schedules in some program areas (flexible time and hybrid options)
• Health, life, vision and dental insurance
• 12 weeks paid maternity / paternity leave
• Pension Plan vesting at 10 years for Tier II
• Full 20-year retirement awards free health insurance during retirement
• Deferred compensation and other pre-tax benefits programs
• Paid state holidays 13-14 days annually
• 3 Paid Personal Business Days annually
• 12 Paid Sick Days annually (Sick days carry over from year to year)
• 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
• Personal, sick, and vacation rates modified for 12-hour work schedules. (As applicable.)
• Employee Assistance Program and / or mental health resources
• For more information about our benefits please follow this link : State Employee Benefits

This position DOES NOT contain Specialized Skills (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

Use the Apply button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees a link is available at the top left of the Illinois.

jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the View Profile link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.

If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources :

State employees : Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees : on Illinois.jobs2web.com click Application Procedures in the footer of every page of the website.

The main form of communication will be through email. Please check your junk mail , spam , or other folder for communication(s) regarding any submitted application(s).

You may receive emails from the following addresses :

• [email protected]
• [email protected]
1 day ago