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Job Details

Administrative Support (Program Specialist II #306)

Duties

Reporting to the Director, provides clerical support to the Director and professional staff of the department. Daily work includes gathering information and responding to inquiries, decision making, interpretation and application of agency and department policies and procedures.
  • Provides administrative support to the department/center by finalizing a variety of correspondence, reports, and presentations.
  • Organizes and maintains department files.
  • Responds to inquiries requiring general knowledge of program operations.
  • Assists with department conference planning.
  • Schedules appointments.
  • Makes travel and meeting arrangements and prepares expense claims.
  • Maintains confidentiality for information related to personnel and department claims.
  • Maintains and completes Management Information Database Accounting System (MIDAS) functions for the department including maintenance of a tracking system to ensure timely submission of department staff travel requests.
  • Responsible for ordering, securing and distributing supplies for department staff.
  • Serves as department timekeeper, maintaining and completing department attendance in Human Resources Management System (HRMS.)
  • Provides information or assistance to agency staff and the general public concerning department activities.
  • Applies general knowledge of agency operations, rules and regulations in explaining or clarifying processes or services available.
  • Reads, sorts, and delivers incoming mail.
  • Prepares and routes outgoing mail.
  • Routes materials to appropriate destinations.
  • Copies, collates and assembles documents.
  • In coordination with the agency's records management coordinator, serves as department liaison for records management.
  • Provides assistance for the Director and staff in the department with special projects.
  • Maintains a broad base and general understanding of all department programs and services.
  • Performs other duties as assigned.

Qualifications

  • 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.
  • Knowledge of office practices and procedures.
  • Knowledge of personal computers and software packages with proficiency in Microsoft Word and Excel.
  • Working knowledge of 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.

Salary/Benefits

AFSCME
Federal & State Monitoring
$3,295
$39,540 - $63,050
Monday – Friday 8:00 a.m. – 5:00 p.m.

How to Apply

To view full posting and apply electronically, please visit https://www.isbe.net/Lists/ISBECareers/CareerDisplayForm.aspx?ID=1110

Interested parties must submit the required application, cover letter, resume, and transcripts (unofficial until recommended for hire). The subject line should include the position number(s) you are applying for.

Email Address

careers-spr@isbe.net

School District

http://www.isbe.net

ILearn Link

ILearn

Report Card Link

District Report Card

Job Posting Date

10/27/2025

Start Date

N/A