Legal Administrative Assistant

Agency: Department of Central Management Services Class Title: ADMIN ASSISTANT I - 00501 Skill Option: None Bilingual Option: None Closing Date/Time: 01/20/2025 Salary: $5834-$7084 monthly anticipated Job Type: Salaried Category: Full Time County: Sangamon Number of Vacancies: 1 Plan/BU: CF028 A RESUME IS REQUIRED FOR THIS JOB POSTING Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV. Posting ID 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 SUMMARY The Department of Central Management Services (CMS) Legal Services is looking for an experienced, organized, and self-motivated person to fill the position of Legal Administrative Assistant. The ideal candidate will have extensive experience in using technical tools to keep a mid-sized legal office organized, create systems to retrieve documents and sort research and administrative materials quickly, and access internal and external portals to file and/or retrieve documents. The CMS Office of Legal Counsel provides proactive, timely, practical, and innovative legal solutions to CMS and other state agencies who are our clients. CMS Legal Services operates like a mid-sized law firm with a managing partner (General Counsel) and several attorneys, each specializing in their own area of law. Areas of specialty include Personnel, Benefits, Labor Relations, Property Management, and Commercial Real Estate, Procurement, Litigation and Risk Management, and Financial and Administrative Service. This position will help ensure matters are filed timely, backend functions such as timekeeping and travel documentation is appropriately filed and provide research and support for the paralegal. This position will be responsible for assisting in the preparation of quarterly and annual EEO/AA reports and in the preparation, development, and execution of the agency EEO/AA plan. We invite all individuals interested to apply for the position of Legal Administrative Assistant and join the CMS Legal Services team. POSITION ESSENTIAL FUNCTIONS Under general direction, serves as a staff assistant to the General Counsel and Deputy General Counsels of the Legal Services Office. Serves as liaison between the General Counsel's office and other CMS Bureaus/Deputy Directors regarding potential legal issues, programs, and responsibilities. Performs administrative duties in the planning, development, and execution of office operations and policies that impact Legal Services procedures and regulations. Serves as timekeeper for Legal staff. Tracks matters that require attention and approval of the General Counsel including contracts issued pursuant to procurement processes, litigation, personnel, or other legal matters. Performs other 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 years of college, preferably with courses in public or business administration. Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program. PREFERRED QUALIFICATIONS Prefers one (1) year of professional experience assisting with the preparation of quarterly and annual Equal Employment Opportunity/Affirmative Action (EEO/AA) reports in the preparation, development, and execution of the agency EEO/AA plan or similar reports requiring data compilation for a public or private organization. Prefers one (1) year of professional experience performing the administrative tasks of an office. Prefers thorough knowledge of Microsoft Office Suite 365 (i.e., Word, Outlook, PowerPoint, and Excel) along with software applications like Adobe Pro, including the ability to create workflows and repositories using MS Office products such as SharePoint, Teams, PowerBI, or equivalent. Prefers one (1) year of professional experience working in a legal environment for a public or private organization. CONDITIONS OF EMPLOYMENT Requires completion of a background check and self-disclosure of criminal history. 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 may require the ability to work evenings and weekends. Requires ability to travel in the performance of duties, with overnight stays as appropriate. Requires the ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties. Requires the ability to use agency technology/equipment (i.e. mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. ABOUT THE AGENCY Central Management Services (CMS) is the operational engine working behind the scenes to enable the State's more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable services to all Illinois citizens. The Agency's mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves. Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle fleet oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination. CMS values employees with different backgrounds, life experiences, and talents. CMS offers a robust benefit package including: Monday-Friday work schedule. Flexible work schedules in several program areas (flexible time, hybrid scheduling). Health, life, vision, and dental insurance. 12 Weeks Paid maternity/paternity leave. Pension Plan. Deferred Compensation, and other pre-tax benefit programs. Employees earn 12 paid sick days annually; paid vacation days (10-25 days based on years of service annually); paid personal days (3 days annually). Paid State holidays 13-14 days annually. If this opportunity appeals to you, please apply today. Work Hours: 8:30am-5:00pm Monday-Friday Work Location: 313 S 6th St Springfield, IL Agency Contact: Posting Group: Office & Administrative Support; Legal, Audit & Compliance 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: