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Illinois Department of Innovation & Technology (DoIT) · 18 hours ago

Asset Management Staff Assistant (Administrative Assistant I)

Springfield, IL

Full-time

Onsite

Entry Level

1+ years exp

The Illinois Department of Innovation & Technology (DoIT) is seeking an Asset Management Staff Assistant to assist in the planning, development, and implementation of property control and inventory management procedures. This role involves conducting inventory studies, maintaining IT/Telecom equipment, and performing special projects to ensure compliance with the State Property Control Act.

GovernmentInformation TechnologyNetwork Security

No H1B

Responsibilities

Under general direction, serves as the Asset Management Staff Assistant for the Department of Innovation & Technology (DoIT), assisting in the planning, development, and implementation of property control and inventory management procedures throughout the Department and enforces compliance with the State Property Control Act through monitoring and reporting of all Electronic Data Processing (EDP) equipment receipts and movements within DoIT

Serves as an Inventory Liaison for Asset Management conducting special inventory studies and gathering information to ensure program compliance and reviews

Researches, gathers information, and independently performs special projects and studies within the section, some of which are complex and sensitive in nature and analyzes and interprets data

Maintains the large-scale IT/Telecom equipment for all agencies served by DoIT including personal computers, laptops, monitors, printers, servers, mainframe, storage equipment, and telecommunications equipment and oversees the delivery, receipt, and acceptance of all office automation equipment including DoIT leased assets

Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Qualification

Inventory managementAsset managementEnterprise software applicationsData analysisMicrosoft ExcelMicrosoft AccessResearch skillsOrganizational skillsTime managementCommunication skillsCollaboration skills

Required

Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in public or business administration

Requires one (1) year of professional experience in a public or private organization

Requires the ability to verify identity

Requires employment authorization to accept permanent full-time position with the State of Illinois

Requires the ability to pass a position specific, agency required background check and requires self-disclosure of criminal history

Requires a valid driver's license and the ability to travel, including occasional overnight stays

Requires the ability to work outside of normal hours to meet deadlines

Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc

Requires the ability to lift and carry objects or equipment weighing up to 20 pounds

Preferred

One (1) year of professional experience in inventory control and asset management, including maintaining and reconciling inventory records, verifying property control listings, and ensuring compliance with state-mandated procedures such as the State Property Control Act and Administrative Code, or similar

One (1) year of professional experience utilizing enterprise-level software applications such as Remedy, SAP (Systems, Applications, and Products in data processing) Enterprise Resource Planning, EMS (Expense Management System), and ServiceNow for inventory management, asset tracking, and workflow coordination in support of property control and compliance with administrative procedures

One (1) year of professional experience coordinating, tracking, and securing IT and telecommunications equipment assets, including supporting installation, relocation, and maintenance activities across multiple sites in a large-scale organization

One (1) year of professional experience utilizing Microsoft Excel and Access to analyze inventory data, prepare specialized reports, and support operational decision-making through data validation, reconciliation, and reporting

One (1) year of professional experience conducting research and analysis related to inventory or asset management, including independently performing complex and sensitive projects, preparing specialized reports to support operational decisions, verifying inventory records, and reconciling data across multiple systems

One (1) year of professional experience reviewing or reconciling financial or billing reports associated with asset or property records to ensure accurate chargeback, lease tracking, or cost allocation

Ability to analyze complex property control and asset management problems, evaluate potential solutions, and implement effective courses of action to resolve discrepancy or compliance issues

Demonstrated organizational and time management skills with the ability to manage multiple concurrent projects, meet mandated deadlines, and prioritize urgent compliance, audit, property control, or asset management issues in a fast-paced environment

Developed verbal and written communication skills to convey complex property control or asset management policies, compliance requirements, and state-mandated procedures clearly and effectively to diverse stakeholders, including executives, managers, staff, and external auditors

Ability to establish and maintain cooperative working relationships with staff, managers, executives, and external stakeholders, fostering collaboration in resolving sensitive property control or asset management issues