ADMINISTRATIVE ASSISTANT Job at Illinoiscomptroller in Chicago

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We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Agency: Office of the Executive Inspector General

Closing Date/Time: 10/03/2025

Starting Salary Range: 50,004-65,004/yr

Job Type: Salaried, Full Time

County: Cook

Number of Vacancies: 1

Please follow thedirections below when applying to this position.

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

TO APPLY FOR THIS POSITIONPLEASEVISIT:

The Office of Executive Inspector General (OEIG) is an independent executive branch State agency which functions to ensure accountability in State government and the four regional transit boards. The OEIG's primary role is to investigate allegations of misconduct and to make reports of its findings to affected public agencies and officials. The OEIG is devoted to the highest standards of quality and professionalism and is committed to safeguarding governmental operations, which directly impacts those we serve.

Come work for the OEIG, an organization that has:

• a mission-driven focus whose work provides significant impact;
• a culture that supports diversity, equity, inclusion, and accessibility;
• a hybrid work schedule; and
• paid time off in the form of personal days, sick time, vacation days, and paid holidays.

Under supervision of the Deputy Inspector General of Complaints and Compliance (C&C), serves as Administrative Assistant – C&C. The incumbent is responsible for performing a variety of highly professional, administrative, and confidential duties, including answering the telephone, preparing and sending correspondence, inputting complaints into the case management system, and providing general office assistance such as file and record maintenance. This position involves working with information of an extremely sensitive and confidential nature.

DUTIES & RESPONSIBILITIES

• Responsible for answering telephone calls, directing calls to staff, and taking messages or complaints; returning calls or referring callers to appropriate staff and other agencies depending on the nature of call; and independently responding to inquiries about Office of Executive Inspector General (OEIG) programs, operations, and jurisdiction.
• Assists with the initial complaint review process, ensuring that all complaints received via in-person delivery, hotline, website, fax, referrals, or other means are entered timely in the case management system; accurately documents requisite information associated with the complaints into the case management system and internal routing log. Identifies and forwards or processes complaints that need immediate attention.
• Develops, edits, proofreads, and distributes form letters and other original correspondence, particularly those related to referring or declining complaints, in a timely manner; redacts or takes other steps necessary to prepare attachments for those letters; preserves these documents and related information in the case management system, electronic files, and/or internal logs.
• Assists with processing, maintaining, and/or distributing revolving door files, as needed. Ensures that revolving door documentation is saved in the case management system and accurately inputs related information associated with the revolving door files into the system.
• Provides clerical support and maintains various files, reports, and logs for supervisors, including, for example, operational reports designed to monitor statutory deadlines, staff workloads, and complaint statuses; maintains calendars and coordinates meetings and appointments.
• Preserves documents received via mail; assists with file maintenance and organization; distributes documentation; and assists with the coordination and tracking of investigative files, as needed.
• Greets visitors to the office and directs them to appropriate staff offices or meeting locations, as needed.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

ABILITIES & SKILLS

To be successful in this position, an Administrative Assistant – Complaints and Compliance should have the following:

• ability to complete projects with short deadlines;
• ability to balance multiple concurrent priorities;
• ability to communicate, clearly and concisely, orally and in writing, and the ability to interact with coworkers and representatives of other agencies in a professional manner;
• strong organizational and time management skills;
• high personal ethical standards and the ability to work appropriately with sensitive and confidential materials; and
• familiarity with computers, photocopiers, telecommunication equipment, and videoconferencing applications.

REPORTS TO

Deputy Inspector General – C&C

SUBORDINATE POSITIONS

None

MINIMUM QUALIFICATIONS

• high school diploma, or demonstrated knowledge, skill, mental development or equivalent experience to four years of high school.

PREFERRED QUALIFICATIONS

• two years or more of college or business education;
• prior administrative experience in a public or private organization;
• prior experience answering and/or responding to hotline calls; and
• knowledge of Microsoft Office Suite (Excel, Word, Outlook) and other applications.

JOB STATUS

Full-time, FLSA non-exempt. This position is exempt from the provisions of the State of Illinois Personnel Code.

Work Hours: 8:30 a.m. - 4:30 p.m.
Work Location: 69 W Washington St, Chicago, Illinois, 60602
Agency Contact: OEIG.HRApplications@illinois.gov
Job Function: Office & Administrative Support

HOW TO APPLY: (The OEIG is a non-code state agency)

Applicants should select the employment tab on our website at https://oeig.illinois.gov/ and click the “Apply to the OEIG” link and follow the instructions for applying.

The OEIG is an Equal Opportunity Employer. If you require reasonable accommodation in completing this application, interviewing, or completing any pre-employment testing, please direct your inquiries to Human Resources at (312) 814-1789, orOEIG.HRApplications@illinois.gov .

Hiring decisions are not based on or affected by political factors, including political sponsorship, affiliation, or support.