Career Opportunity

Administrative Assistant III (Administrative Assistant III #832)
832
Chicago
Exempt
Legal
$33,895 - $46,606
$33,895 - $59,317
Monday – Friday 8:00 a.m. – 5:00 p.m.
March 18, 2022
Open Until Filled

In order to safeguard the health and safety of its employees (and those with whom its employees come into contact), the Illinois State Board of Education (ISBE or Agency) requires that all of its employees, with certain exceptions, must be fully vaccinated against COVID-19 by November 15, 2021. View ISBE's COVID-19 Vaccination Policy and the FAQs on this policy.

Reporting to the Legal Officer, provides administrative and specialized office support to the Legal Officer and professional staff in the department; gathers information and responds to inquiries, exercises judgment in conducting involved searches and applies general knowledge of department and agency operations in responding to inquiries.

  • ​​Coordinates appointments, meetings and travel schedule of the Legal Officer and professional staff.
  • ​​Prepares itineraries and travel reimbursement claims.
  • ​​Serves as a liaison with departments with respect to equipment, utilities, telephones, fax machines, etc.
  • ​​Supports the Educator Misconduct team within the Legal Department, including preparing legal documents.
  • ​​Reviews responses to legal documents, such as subpoenas.
  • ​​Researches criminal records.
  • ​​Assists team with docketing, calendaring and tracking systems.
  • ​​Makes phone calls as requested by attorneys.
  • ​​Maintains and completes Management Information Database Accounting System (MIDAS) functions for approved department activities including the preparation of contract authorization forms, processing of vouchers and preparing related records and reports.
  • ​​Assists with budget management.
  • ​​Serves as department timekeeper.
  • ​​Maintains attendance files and prepares monthly timesheets for professional staff.
  • ​​Processes phone calls and inquiries.
  • ​​Provides information and/or assistance to the agency and constituents.
  • ​​Assists with producing a variety of correspondence, reports or other information for Legal Officer and professional staff.
  • ​​Signs letters or other documents as authorized in the absence of the Legal Officer.
  • ​​Assembles and maintains a filing system/network/records for all items including confidential items.
  • ​​Assists with audit requests as directed.
  • ​​Researches and provides information and support for negotiation of collective bargaining agreements.
  • ​​Performs other duties as assigned.​​
  • ​​​High School Diploma.
  • Two years of progressively responsible administrative support experience performing duties such as complex typing, computer work, personnel functions, fiscal procedures and other specialized activities.
  • Extensive knowledge of office practices and procedures.
  • Extensive knowledge of grammar, spelling, and punctuation.
  • Proficiency in Microsoft Word and Excel.
  • Excellent verbal and written communication skills.
  • Superior interpersonal skills.
  • Ability to problem solve.
  • Highly organized and able to comprehend and interpret policies and processes.
  • ​Some college or technical training.​
  • ​Private/executive secretarial experience.​
  • ​​Proficiency in Microsoft PowerPoint.​

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.