Career Opportunity

Administrative Support (Program Specialist II #425)
Early Childhood Development
$36,500 - $59,000
Monday – Friday 8:00 a.m. – 5:00 p.m.
February 16, 2024
Open Until Filled

Reporting to the Director, provides administrative support to the Director and professional staff of the department; functions as an assistant to the Director; coordinates administrative functions within the department.

  • Provides administrative support to the department by developing and preparing memos, letters, correspondence, reports, legal documents, etc. ​​​​​
  • Coordinates Requests for Proposal (RFP) receipt and recording process.​​​​​
  • Performs Management Information Database Accounting System (MIDAS) transactions for approved department activities including creating appropriate spending requests, processing vouchers, ordering supplies and preparing related records and reports. ​​​​​
  • Serves as department contact for website updates and technology issues.​​​​​
  • Answers questions and concerns pertaining to the department. ​​​​​
  • Screens calls to determine the best individual to respond and refers to the appropriate party.​​​​​
  • Prepares, monitors and files itineraries. ​​​​​
  • Establishes and coordinates scheduling of meetings for the Director. ​​​​​
  • Schedules meetings and makes travel arrangements for Director and professional staff.​​​​​
  • Serves as department timekeeper, maintaining and completing attendance in the timekeeping system.​​​​​
  • Prepares complex presentations for Director and professional staff using Microsoft PowerPoint.​​​​​
  • Maintains administrative and confidential files and records. ​​​​​
  • In coordination with the Agency's records management coordinator, serves as department liaison for records management.​​​​​
  • Determines and recommends efficient office procedures. ​​​​​
  • Answers questions and concerns of professional and administrative staff.​​​​​
  • Serves as inventory clerk for the department, maintaining inventory records, documenting all inventory movements, and ensuring inventory control procedures are adhered to by staff.​​​​​
  • 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.
  • Proficiency in Microsoft Word, Excel and PowerPoint.
  • 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. ​​
  • ​​Experience with Management Information Database Accounting System (MIDAS). ​​

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.