EXECUTIVE SECRETARY I (UMP)

State of Illinois•Chicago, IL

5d•Onsite

About The Position

The Division of Behavioral Health and Recovery is seeking to hire an Executive Secretary I for the Chicago Read Mental Health Center located in Chicago, Illinois to perform administrative secretarial duties including keyboarding documents with medical, legal and psychological terminology. Prepares complex, confidential documents and reports for medical staff, risk management, quality improvement and administration. Utilizes various computer software programs for word processing, graphs, statistical report and data entry. Maintains hospital policies and procedures, legal documents and original minutes. Performs various timekeeping functions for managerial staff. Monitors the coordination or statistical data to meet regulatory requirements. Serves as Secretary to the Medical Director and coordinates functions for the medical staff, including organizing monthly Grand Rounds.

Requirements

Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and one (1) year of secretarial experience OR completion of high school and three (3) years of secretarial experience.
Requires the ability to keyboard accurately at 55 wpm.
Requires the ability to utilize office equipment, including personal computers.
Requires ability to pass the IDHS background check.
Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.

Nice To Haves

Three (3) years of experience gathering data to conduct special projects and studies for a public or private organization.
Three (3) years of experience working with sensitive/confidential information.
Three (3) years of experience maintaining records, reports and files.
Three (3) years of experience working with personal computers and utilizing related software programs.
Three (3) years of experience tracking status and/or completion of assignments to ensure such assignments are thorough and completed within designated time frames.
Three (3) years of experience communicating effectively both orally and in writing.

Responsibilities

Keyboards confidential materials, policy making decisions and patient related legal, medical and psychiatric issues.
Serves as secretary to the Medical Director.
Performs various functions for administrative staff.
Provides secretarial support to the Quality Management Department, including assisting in preparing for the Joint Commission, Public Health and other outside regulatory surveys and visits which include coordinating materials, including deaths, injuries and other medical, legal and psychiatric papers.
Establishes and maintains various filing systems for the Medical Director’s Office.
Receives, screens and routes mail.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Benefits

A Pension Program
Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
3 Paid Personal Business Days annually
12 Paid Sick Days annually (Sick days carry over from year to year)
10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
13 Paid Holidays annually, 14 on even numbered years
Flexible Work Schedules (when available dependent upon position)
12 Weeks Paid Parental Leave
Deferred Compensation Program - A supplemental retirement plan
Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
Federal Public Service Loan Forgiveness Program eligibility
GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
5% Salary Differential for Bilingual Positions
Commuter Savings Program (Chicago only)