Job Description

Job Requisition ID: 50529 

Start Date: 10/22/25
Closing Date: 11/05/2025
​Agency:  Department of Healthcare and Family Services
Class Title:  ADMIN ASSISTANT I - 00501 

BPIS: 07756
Skill Option:  None 
Bilingual Option:  None
Salary: Anticipated starting salary $5637; Full salary range $5,637 - $8,026
Job Type: Salaried
Category:  Full Time 
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code:  None
Merit Comp Code:  Confidential (Management Bill) Exclusion from RC028 Collective Bargaining Coverage

A resume is highly encouraged to evaluate your qualifications and skills as part of your application. Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application if you decide to provide one.

 

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

 

Position overview:

 

The Department of Healthcare and Family Services, Division of Finance, Bureau of Federal Finance is seeking to hire an administrative assistant for the Assistant Bureau Chief and Claims Unit Manager. This position assists in the planning and coordination of the Claims Units, acts as a liaison to Unit personnel and other business areas involved in the federal claiming process, and monitors and updates the Department’s Cost Allocation Plan for maximizing federal funds. The administrative assistant will also draft the Federal Quarterly Financial Report, assist the Assistant Bureau Chief with coordinating various budget reports/forms, and assist with tracking federal audits issued on the Department’s expenditures.

 

HFS values employees with different backgrounds, life experiences, and talents.

 

Employees receive a robust benefit package including:

• Monday-Friday work schedule
• Flexible work schedules are available in many program areas. (Remote work may be an option for certain positions.)
• Health, Life, Vision, and Dental Insurance
• Pension Plan
• Paid Parental Leave
• Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
• Employees earn (12) paid Sick Days annually.
• New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
• Employees earn (3) paid Personal Days annually.
• (13-14) paid holidays annually (based on start date)

 

If you are seeking a new opportunity, and this position appeals to you, please apply today!

 

At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained.

 

HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion. We welcome and value employees with different backgrounds, life experiences, and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation. HFS is an equal opportunity employer.

Essential Functions

• Under general direction, serves as an Administrative Assistant to the Department of Healthcare and Family Services, Division of Finance, Bureau of Federal Finance, Assistant Bureau Chief and Claims Unit Manager by assisting in the planning and coordination of the Claims Units
• Monitors and updates the Department’s Cost Allocation Plan for maximizing federal funds
• Drafts the Federal Quarterly Financial Report
• Assists the Assistant Bureau Chief in the coordination of various budget reports/forms required for the formulation, analysis, defense, allocation, and monitoring of the federal cash management system requirements for grants and federal funds drawn to the Illinois Treasury
• Assists in the tracking of federal audits issued on the Department’s expenditures
• Attends and participates in various staff meetings to assist the Assistant Bureau Chief and stay informed of proposed changes in current programs, policies, and procedures
• Performs additional duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration
• Requires one (1) year of professional experience in a public or private organization, or completion of an agency approved professional management training program

Preferred Qualifications

• One (1) year of professional work experience utilizing the principles, methods, and procedures of office management
• One (1) year of professional work experience communicating verbally and in writing with various levels of staff
• One (1) year of professional experience utilizing Microsoft Office Applications such as Outlook, Word, Excel, and Access
• One (1) year of experience drafting professional letters or reports
• One (1) year of experience interpreting policies and procedures in a professional work environment

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history
• Requires the ability to maintain and utilize state issued equipment such as a laptop
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This includes the ability to work evenings and weekends
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description

Work Hours: Monday - Friday 8:30 a.m. - 5:00 p.m. 
Work Location:  201 South Grand Ave E Springfield, IL 62704-3803 
Email: HFS.DOFApps@illinois.gov
Posting Group: Office & Administrative Support

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com

Job Tags

Full time, Work experience placement, Work at office, Remote work, Monday to Friday, Flexible hours, Weekend work, Afternoon shift,

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