EXECUTIVE SECRETARY II UMP - KEYBOARDING

State of Illinois•Springfield, IL

6d•Onsite

About The Position

The Illinois Department of Transportation is seeking to hire an Executive Secretary II. The successful candidate will work under general direction of the Engineer of Materials performing responsible secretarial and administrative duties while functioning independently within the framework of organizational policies and exercising initiative and independent judgment on the promulgation and interpretation of the bureau chief's policies and programs.

Requirements

Requires knowledge, skill, and mental development equivalent to completion of two years of secretarial or business college and two years of secretarial experience or completion of high school and four years of secretarial experience.
Requires ability to keyboard accurately at 55 wpm.
Qualifying State employees in the Upward Mobility Program shall have the stated requirements of this classification waived by successful completion of specific proficiency tests and training programs.
Successful completion of a background investigation.
This position is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.

Nice To Haves

Prefers working knowledge of agency programs, rules, and regulations.
Prefers thorough knowledge of the principles of office management.
Prefers thorough knowledge of manual and automated office equipment.
Prefers thorough knowledge of composition, grammar, spelling, and punctuation.
Prefers ability to establish and develop written instructions and procedures.
Prefers ability to apply human relations skills in interaction with management, representatives of government and private industry and the public.
Prefers ability to communicate clearly and effectively both orally and in writing.

Responsibilities

Performs secretarial duties for bureau management.
Coordinates with bureau supervisors and serves as the time reconciler for all other bureau Staff.
Provides clerical support to the Administrative Manager.
Reads and distributes incoming correspondence for bureau management, routes routine correspondence to the respective staff, maintains correspondence control, and establishes completion dates.
Receives visiting officials, representatives, and departmental heads as required; screens callers for importance, priority and necessity, and answer questions relative to departmental programs that do not require personal attention.
Maintains selected bureau files pertaining to correspondence status, bulletins, and forms as well as the Engineer of Materials administrative/confidential files.
Records all appointments and correspondence for the Engineer of Materials reminding them of upcoming appointments, meetings, verifying that the necessary correspondence, reports, and materials for the meeting are available.
Performs other duties as required or assigned which are reasonably within the scope of duties listed above and ensures compliance with departmental safety rules.

Benefits

Monday-Friday work schedule
Flexible work schedules in several program areas (flexible time, hybrid scheduling)
Health, Life, Vision, and Dental Insurance
Pension Plan
(12) Weeks paid Maternity/Paternity Leave
Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
Employees earn (12) paid Sick Days annually
New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually
Employees earn (3) paid Personal Days annually
(13-14) paid holidays annually (based on start date)
Tuition Reimbursement
Employee Assistance Program and/or mental health resources