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| | | Administrative Support (Program Specialist II #590) | | 590 | | Springfield | | AFSCME | | Finance | | $3,191.25 | | $38,295 - $61,065 | | Monday – Friday 8:00 a.m. – 5:00 p.m. | | November 1, 2024 | | Open Until Filled | Reporting to the Chief Financial Officer, provides clerical support to the management and professional staff of the center departments: Fiscal Support Services, Funding & Disbursements, and School Business Services. Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of agency and department policies and procedures. | - Provides clerical support to the Director, Supervisor, and professional staff of Fiscal Support Services, Funding & Disbursements, and School Business Services.
- Answers phones and directs calls, opens mail.
- Assists with a variety of correspondence, reports, and presentations, proofreading and editing to provide accuracy.
- Organizes and maintains files.
- Responds to inquiries requiring general knowledge of program operations.
- Assists with conference planning.
- Maintains logs for various functions, schedules appointments.
- Makes travel and meeting arrangements and prepares expense claims.
- Maintains confidentiality for information related to personnel and department claims.
- Cross-trains and collaborates with center support staff to provide back up support to all departments in the center.
- As assigned by the Chief Financial Officer, may include tasks such as the following: assisting with clerical duties for both travel and commercial vouchers; assisting with clerical duties for receipts, including preparation and submission of daily receipt deposit transmittals for federal fund drawdowns and preparing cash receipt listing for any payments received; assisting in the agency cost allocation process, which includes Cost Allocation Tracking System (CATS) corrections, alternative allocation recording, reporting and technical assistance; logging and uploading annual finance reports, school district budgets, and all other reports; providing administrative support to the Illinois Purchased Care Review Board (IPCRB) staff in the department.
- Attends monthly board meetings, records minutes and board actions, posts agenda and approved minutes to the IPCRB website.
- Prepares cash receipts listing as needed.
- Updates department file on grant authorization forms approved in expenditure review meetings.
- Serves as a timekeeper, maintaining and completing employee attendance in the Human Resources Management System (HRMS).
- Maintains all documentation for audit purposes.
- Maintains and completes Management Information Database Accounting System (MIDAS) functions, including maintenance of a tracking system to ensure timely submission.
- Serves as inventory clerk, maintaining inventory records, documenting all inventory movements, and ensuring inventory control procedures are adhered to by staff.
- Prepares and submits purchase requisitions and order office supplies.
- In coordination with the Agency’s records management coordinator, serves as a liaison for records management.
- Performs other duties as assigned.
| - High school diploma or equivalent.
- Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, computer work and/or other specialized training.
- Extensive knowledge of office practices and procedures.
- Knowledge of personal computers and software packages.
- Proficiency in Microsoft Word and Excel.
- Working knowledge of grammar, spelling and punctuation.
- Excellent communication, organization and interpersonal skills.
- Ability to maintain confidentiality and professionalism.
| - Some college or technical training.
- Experience coordinating clerical and office procedures for a large department.
| ISBE provides equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics. We actively foster a culture of inclusion and encourage individuals of all backgrounds to apply. Illinois has an urgent and collective responsibility to achieve educational equity by ensuring that all policies, programs, and practices affirm the strengths that each and every child brings within their diverse backgrounds and life experiences, and by delivering the comprehensive supports, programs, and educational opportunities they need to succeed. | | |
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