Administrative Operations Specialist (ADMINISTRATIVE ASSISTANT I)

$65,076 - $92,652/Yr

State Of Illinois - Springfield, IL

Full-time - Entry Level

Springfield, IL

Executive, Legislative, and Other General Government Support

About the position

The Administrative Operations Specialist (Administrative Assistant I) at the Illinois Department of Revenue plays a crucial role in supporting the Document Control & Deposit Division. This position involves coordinating communications, managing confidential documents, and assisting visitors. The specialist will oversee policy development, operational studies, and report generation to ensure efficient workflow and compliance with departmental goals. The ideal candidate will possess strong organizational skills and proficiency in data analytics and Microsoft Excel.

Responsibilities

• Serve as a liaison for program changes and coordinate training sessions.
• Manage timekeeping and personnel records for the division.
• Conduct in-depth operational studies and compile findings to recommend strategies for efficiency improvements.
• Utilize software to generate, analyze, and distribute essential reports.
• Oversee the strategic planning, development, and implementation of policies and procedures across the division.
• Maintain clear documentation for staff reference and conduct training sessions to keep staff updated.
• Handle complex and highly confidential documents as the primary point of contact for internal and external communications.
• Undertake special projects designated by section managers, including research and detailed report preparation.
• Travel to conduct training, attend meetings, and participate in seminars as a representative of the division.

Requirements

• Completion of four years of college, preferably with courses in public or business administration.
• One year of professional experience in a public or private organization, or completion of an agency-approved professional management training program.

Nice-to-haves

• Four years of experience administering an office with professional staff.
• Three years of project management experience overseeing projects from start to finish.
• Two years of experience in data analytics, reporting, or similar roles with a focus on complex data presentation.
• Two years of experience using OneNote or similar note-taking software for organizational purposes.
• Advanced proficiency using Microsoft Excel or similar spreadsheet software.

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance