IPA Administrative Assistant – Legal Bureau

The Illinois Power Agency is seeking an Administrative Assistant responsible for providing multifunctional support to the Agency’s Legal Bureau.  Under direction of the IPA Chief Legal Counsel, the Administrative Assistant will provide comprehensive administrative and operational support to the Legal Bureau, ensuring the efficient functioning of daily activities. Key responsibilities include preparing and formatting legal documents, maintaining confidential records, coordinating meetings and legal proceedings, and handling internal and external communications. The position also involves data entry, basic legal research, and responding to public inquiries and FOIA requests. A strong emphasis is placed on confidentiality, compliance with legal standards, and adherence to departmental policies.

The Illinois Power Agency is an independent State Agency created in 2007 to develop electricity and renewable resources procurement plans and to conduct procurement events to ensure adequate, reliable, affordable, efficient, and environmentally sustainable electric service for the default supply customers of Illinois electric utilities. The Agency also conducts procurements and administers programs that promote the development of renewable energy resources. For more information about the Illinois Power Agency, please refer to: https://ipa.illinois.gov/ 

Core Responsibilities

• Provide day-to-day administrative support to the Chief and Deputy Legal Counsels, including calendar management, document preparation, and correspondence handling.
• Proofread and format legal and official documents such as memos, legal opinions, contracts, and reports, ensuring compliance with agency standards.
• Maintain accurate, confidential, and up-to-date filing systems for case files, legal documents, correspondence, and bureau records in both electronic and physical formats, in line with bureau, agency, and state policies.
• Arrange and coordinate logistics for meetings, hearings, and appointments with internal staff, external agencies, and other stakeholders.
• Manage incoming and outgoing communications, including email, mail, and phone calls. Respond to routine inquiries and direct legal questions to appropriate personnel.
• Input and manage data in agency tracking systems, including but not limited to task status, updates, upcoming deadlines, internal reports and case notes. 
• Support expense tracking and reimbursement processes, and assist with registration and logistics for conferences, training, and official events.
• Assist with responding to public records requests or Freedom of Information Act (FOIA) inquiries in compliance with applicable laws and timelines.
• Uphold confidentiality and ethical standards in handling sensitive government and legal information, and ensure compliance with departmental policies and legal requirements. 

Minimum Skills and Qualifications

•  Bachelor’s degree in Business or Public Administration or equivalent in a related field from an accredited university or college.
• Three (3) to Five (5) years or more years of legal administrative experience
• Superb oral, written, and interpersonal skills to interact professionally and proficiently with all levels of management and staff.
• Ability to manage multiple assignments simultaneously and have strong organizational skills in a fast-paced environment, as well as excellent time management skills, prioritizing and meeting deadlines.
• Requires working knowledge of agency programs, rules and regulations.
• Proficiency with Outlook and Microsoft Office (Word, Excel, PowerPoint).
• Highly engaged self-starter and strong organizational skills.
• Independent judgment and discretion.

Preferred Skills and Qualifications

• Paralegal certificate or equivalent legal training preferred
• State government experience is preferred.
• Knowledge of the energy/utility industry and/or interest in renewable energy desirable but not required.
• Public notary seal desirable but not required.

This is a merit compensation position.  Position Salary Range: $65,000 - $75,000.  Salary is commensurate with qualifications and experience.

The position is a hybrid position and will require in-office work periodically. 

To apply, please submit a cover letter that describesyour interest in and qualifications for the position, a resume, and three professional references along with your online application to: SuccessFactors https://illinois.jobs2web.com/job-invite/48758/.

Applications without a cover letter describing the applicant’s relevantexperience and why the applicant would be a strong candidate for this position will not be reviewed for consideration.

No phone callsplease.

The Illinois Power Agency is an EqualOpportunity/Affirmative Action employer.

The Administrative Assistant is prohibited from: (i) owning,directly or indirectly, 5% or more of the votingcapital stock of an electricutility, independent power producer, power marketer, or alternative retail electric supplier; (ii) being in any chain of successive ownership of 5% or more of the voting capital stock of any electric utility, independent power producer, power marketer, or alternative retail electric supplier;(iii) receiving any form of compensation, fee, payment, or other consideration from an electric utility, independent power producer, power marketer, or alternative retail electric supplier, including legal fees, consulting fees, bonuses, or other sums. These limitations do not apply to any compensation received pursuant to a defined benefit plan or other form of deferred compensation, provided that the individual has otherwise severedall ties to the utility,power producer, power marketer, or alternative retail electric supplier.