Administrative Secretary (Executive Secretary I)

State of Illinois • Chicago, IL

21h • $4,747 - $6,446 • Onsite

About The Position

The Department of Healthcare and Family Services (HFS) is seeking an organized and dependable professional to serve as an Administrative Secretary to the Deputy Director for Human Resources. This position will conduct special projects and studies, analyze data, draft reports, compose correspondence and information requests for the EEO/AA Office. Additionally, the position will answer phone calls, respond to simple inquiries, interpret policies, create and maintain records and handle confidential information. At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained. HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion. We welcome and value employees with different backgrounds, life experiences, and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation. HFS is an equal opportunity employer.

Requirements

• Requires knowledge, skill, and mental development equivalent to completion of two (2) years secretarial or business college and one (1) year of secretarial experience or completion of high school and three (3) years of secretarial experience.
• Requires ability to keyboard accurately at 55 words per minute.
• Requires completion of a background check and self-disclosure of criminal history.
• Requires the ability to utilize and maintain state issued equipment such as a laptop.
• Requires the ability to travel in the performance of duties, with overnight stays as appropriate.

Nice To Haves

• Minimum of two (2) years of professional experience serving an assistant to executive level management.
• Working knowledge of personnel, Equal Employment Opportunity/Affirmative Action policies and regulations.
• Minimum of one (1) year of professional experience working in a Human Resources Office.
• Minimum of two (2) years of professional experience interacting with government officials, managers and public through verbal and written correspondence.
• Minimum of two years (2) years of professional experience working with and handling sensitive information with professionalism.

Responsibilities

• Serves as Administrative Secretary to the Deputy Director of Human Resources for the Illinois Department of Healthcare and Family Services (HFS).
• Composes replies to routine correspondence and requests for information.
• Receives visitors, answers telephone, and responds to simple inquiries that relate to human resources, including but not limited to, EEO and Affirmative Action programs, personnel, labor relations, and training.
• Reviews all personnel transaction requests for complete and correct information and policy application.
• Reviews agency policies and procedures and human resources including federal and state rules and regulations and their application to the day-to-day activities in the Deputy Director’s office to remain current on section activities.
• Establishes and updates the section’s records, correspondence, and report filing system.
• Performs other duties as required or assigned which reasonably within the scope of the duties enumerated above.

Benefits

• Health, Life, Vision, and Dental Insurance
• Pension Plan
• Paid Parental Leave
• Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
• 12 paid Sick Days annually
• 10 paid Vacation Days their first year of service and can earn up to 25 paid Vacation Days annually
• 3 paid Personal Days annually
• 13-14 paid holidays annually (based on start date)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree