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Program Support Specialist
2 months ago
Position:
Administrative Support (Program Specialist II)
Location:
Springfield
Union:
AFSCME
Department:
Fiscal Support Services
Full Salary Range:
$38,295 - $61,065
Office Hours:
Monday – Friday 8:00 a.m. – 5:00 p.m.
Role Overview:
Under the supervision of the Director, this position is responsible for providing comprehensive clerical assistance to the Director and the professional staff within the department.
The daily responsibilities encompass collecting information, addressing inquiries, and applying agency and departmental policies effectively.
Key Responsibilities:
1. Deliver clerical support by preparing various types of correspondence, reports, and presentations.
2. Organize and maintain departmental records and files.
3. Respond to inquiries that require a general understanding of program operations.
4. Assist in planning departmental conferences and events.
5. Schedule appointments and manage travel arrangements, including preparing expense claims.
6. Ensure confidentiality regarding personnel and departmental information.
7. Assist with clerical tasks related to travel and commercial vouchers.
8. Track all incoming travel requests and manage signed travel vouchers.
9. Log and monitor all incoming invoices for commercial processing.
10. Prepare paper copies of invoices for review and auditing purposes.
11. Perform general office duties such as filing, copying, sorting mail, and answering phone calls.
Additionally, coordinate all clerical functions within the department and serve as the timekeeper, ensuring all documentation is maintained for audit compliance.
Support clerical tasks related to receipts, including the preparation and submission of daily deposit transmittals for federal fund drawdowns.
Assist in the agency's cost allocation process, which includes making corrections in the Cost Allocation Tracking System (CATS) and providing technical assistance.
Other duties may be assigned as necessary.Required Qualifications:
1. High school diploma or equivalent.
2. A minimum of two years of progressively responsible experience in a secretarial or programmatic role within an office environment, involving typing and computer work.
3. Extensive knowledge of office practices and procedures.4. Proficiency in personal computers and relevant software applications.
5. Strong skills in Microsoft Word and Excel.
6. Solid understanding of grammar, spelling, and punctuation.
7. Excellent communication, organizational, and interpersonal skills.
8. Ability to maintain confidentiality and uphold professionalism.
Preferred Qualifications:
1. Some college education or technical training.
2. Experience in coordinating clerical and office procedures for a large department.
ISBE is committed to providing equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics.
We actively promote a culture of inclusion and encourage individuals from diverse backgrounds to apply.Illinois is dedicated to achieving educational equity by ensuring that all policies, programs, and practices affirm the strengths that each child brings from their diverse backgrounds and life experiences, providing the necessary supports and educational opportunities for success.
