EXECUTIVE SECRETARY II - UMP

State of Illinois • Springfield, IL

107d • $4,954 - $6,894

About The Position

The Illinois Department of Transportation is seeking to hire an Executive Secretary. Under general direction of the Bureau Chief of Investigations and Compliance, performs responsible secretarial and administrative duties functioning independently within the framework of organizational policies and exercising initiative and independent judgment on the distribution and interpretation of the bureau chief’s policies and programs. Performs a variety of complex clerical and technical functions, develops and recommends new and revised policies and procedures, and renders responsible managerial leadership and discretion to initiate and coordinate staff operations required in the implementation of administrative policies and complex support functions. Maintains/reconciles attendance and overtime records for the bureau. Assists when needed in the performance of a variety of complex clerical and technical functions for the bureau.

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 the ability to keyboard at 55 words per minute.

Nice To Haves

• Prefer working knowledge of agency programs, rules, and regulations.
• Prefer ability to apply human relations skills in interaction with management, representatives of government and private industry, and the public.
• Prefer ability to communicate clearly and effectively both orally and in writing.
• Prefer thorough knowledge of composition, grammar, spelling, and punctuation.
• Prefer excellent time management and organization skills, especially the ability to prioritize and multitask.
• Prefer proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access.
• Prefer technology proficiency in the latest digital tools and office productivity software and understanding of virtual meeting platforms including Cisco Webex and Microsoft Teams.

Responsibilities

• Performs secretarial duties for the bureau chief.
• Participates in completing overflow clerical assignments for other sections in the bureau.
• Consults and advises the bureau chief on departmental methods, procedures, and interpretations of departmental policies and programs.
• Receives visiting officials, representatives, and departmental heads as required; screens callers for importance, priority and necessity, answering questions relative to departmental programs that do not require personal attention.
• Reads and distributes incoming correspondence for the bureau chief, routes routine correspondence to the respective staff, maintains correspondence control, and establishes completion dates.
• Records appointments and correspondence for the bureau chief as needed reminding them of upcoming appointments and meetings and ensuring that the necessary correspondence, reports, and materials for the meeting are available.
• Reviews file indexing of office records, verifying accurate filing.
• Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

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

What This Job Offers

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