Illinois State Board of Education

Manage Permissions

Career Opportunity

Position:Administrative Support (Program Specialist II #1663)

Inventory#:1663

Location:Springfield or Chicago

Union:AFSCME

Department:Multilingual/Language Development

Starting Salary:$3,295

Full Salary Range:$39,540 - $63,050

Office Hours:Monday – Friday 8:00 a.m. – 5:00 p.m.

Posted Date:September 19, 2025

Closing Date:Open Until Filled

Reporting to the Director, serves as the primary receptionist and clerical support for the Multilingual / Language Development department. Daily work includes answering main telephone lines; asking probing questions of callers in order to accurately direct and/or log calls; and monitoring and directing communication from department general inbox. Daily work also includes supporting department administration and staff, note taking, general clerical work, and data entry projects to support department needs.

Duties and Responsibilities:

• Provides clerical support to the department by finalizing a variety of correspondence, reports, and presentations.
• Organizing and maintaining files.
• Responding to inquiries requiring general knowledge of program operations.
• Assisting with conference planning.
• Scheduling appointments; making travel and meeting arrangements and preparing expense claims.
• Maintaining confidentiality for information related to the department.
• Provides administrative support to the Illinois Advisory Council on Bilingual Education; responds to council phone calls and emails and responds to general inquiries regarding the council; tracks all correspondence and council member appointments.
• Types a variety of correspondence, reports, and other information from draft copy and independently composes routine correspondence.
• Transcribes minutes.
• Prepares itineraries and travel worksheets.
• Enters council travel expenses in MIDAS (Management Information Database Accounting System)
• Prepares materials and folders for meetings; coordinates logistics, including making meeting arrangements.
• Maintains all files, correspondence, current appointment list.
• Enters and files invoices and related reports.
• Responsible for ordering, securing and distributing supplies for department staff.
• Serves as department timekeeper, maintaining and completing department attendance in timekeeping system.
• Maintains the system to dispose of records within the department, including overall filing locations within the department and assisting staff in the transfer of records to the warehouse.
• In coordination with the Agency's records management coordinator, serves as department liaison for records management.
• Performs other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, filing, and/or computer work or other specialized training.
• Extensive knowledge of office practices and procedures.
• Proficiency in Microsoft Word.
• Working knowledge of grammar, spelling and punctuation.
• Excellent telephone and communication skills.
• Excellent organizational skills.
• Ability to work independently and as part of a team.

Preferred Qualifications:

• Some college or technical training.
• Experience with budgets.
• Proficient in a language other than standard English.

ISBE provides equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics. We actively foster a culture of inclusion and encourage individuals of all backgrounds to apply.

Illinois has an urgent and collective responsibility to achieve educational equity by ensuring that all policies, programs, and practices affirm the strengths that each and every child brings within their diverse backgrounds and life experiences, and by delivering the comprehensive supports, programs, and educational opportunities they need to succeed.

Manage Permissions

Manage Permissions

Manage Permissions Position:Administrative Support (Program Specialist II #1663)Inventory#:1663Location:Springfield or ChicagoUnion:AFSCMEDepartment:Multilingual/Language DevelopmentStarting Salary:$3,295Full Salary Range:$39,540 - $63,050Office Hours:Monday – Friday 8:00 a.m. – 5:00 p.m.Posted Date:September 19, 2025Closing Date:Open Until Filled

Reporting to the Director, serves as the primary receptionist and clerical support for the Multilingual / Language Development department. Daily work includes answering main telephone lines; asking probing questions of callers in order to accurately direct and/or log calls; and monitoring and directing communication from department general inbox. Daily work also includes supporting department administration and staff, note taking, general clerical work, and data entry projects to support department needs.

Duties and Responsibilities:

• Provides clerical support to the department by finalizing a variety of correspondence, reports, and presentations.
• Organizing and maintaining files.
• Responding to inquiries requiring general knowledge of program operations.
• Assisting with conference planning.
• Scheduling appointments; making travel and meeting arrangements and preparing expense claims.
• Maintaining confidentiality for information related to the department.
• Provides administrative support to the Illinois Advisory Council on Bilingual Education; responds to council phone calls and emails and responds to general inquiries regarding the council; tracks all correspondence and council member appointments.
• Types a variety of correspondence, reports, and other information from draft copy and independently composes routine correspondence.
• Transcribes minutes.
• Prepares itineraries and travel worksheets.
• Enters council travel expenses in MIDAS (Management Information Database Accounting System)
• Prepares materials and folders for meetings; coordinates logistics, including making meeting arrangements.
• Maintains all files, correspondence, current appointment list.
• Enters and files invoices and related reports.
• Responsible for ordering, securing and distributing supplies for department staff.
• Serves as department timekeeper, maintaining and completing department attendance in timekeeping system.
• Maintains the system to dispose of records within the department, including overall filing locations within the department and assisting staff in the transfer of records to the warehouse.
• In coordination with the Agency's records management coordinator, serves as department liaison for records management.
• Performs other duties as assigned.

Required Qualifications:

• High school diploma or equivalent.
• Two years of progressively responsible secretarial or programmatic experience in an office setting involving typing, filing, and/or computer work or other specialized training.
• Extensive knowledge of office practices and procedures.
• Proficiency in Microsoft Word.
• Working knowledge of grammar, spelling and punctuation.
• Excellent telephone and communication skills.
• Excellent organizational skills.
• Ability to work independently and as part of a team.

Preferred Qualifications:

• Some college or technical training.
• Experience with budgets.
• Proficient in a language other than standard English.

ISBE provides equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics. We actively foster a culture of inclusion and encourage individuals of all backgrounds to apply.

Illinois has an urgent and collective responsibility to achieve educational equity by ensuring that all policies, programs, and practices affirm the strengths that each and every child brings within their diverse backgrounds and life experiences, and by delivering the comprehensive supports, programs, and educational opportunities they need to succeed.