Executive Secretary II - Keyboarding - Ump

State of Illinois • Springfield, MO

2d • Hybrid

About The Position

The Illinois Department of Transportation is seeking to hire an Executive Secretary. Under general direction of the Ethics Officer, who is the Bureau Chief of Ethics and Labor/Personnel, this role performs responsible secretarial and administrative duties discreetly, 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. The position 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. This role also maintains/reconciles attendance and overtime records for the bureau and 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 accurately at 55 words per minute.
• Requires completion of a background check and self-disclosure of criminal history.

Nice To Haves

• Prefers two (2) years of experience effectively communicating in written and oral formats and coordinating the day-to-day activities for an administrator in a public or private organization.
• Prefers two (2) years of experience developing, proofreading, and revising documents that include correspondence, spreadsheets, reports and presentations for a public or private organization.
• Prefers two (2) years of experience meeting deadlines with strong attention to detail while multitasking multiple projects.
• Prefers two (2) years of experience developing and maintaining professional working relationships with staff and the public.
• Prefers intermediate skill in the utilization of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access.
• Prefers intermediate skill in the utilization of the latest digital tools and office productivity software and understanding of virtual meeting platforms including Cisco Webex and Microsoft Teams.

Responsibilities

• Serves as an administrative secretary for the Deputy Chief Counsel-Ethics.
• Prepares correspondence.
• Participates in staff meetings.
• Performs attendance and overtime record keeping functions.
• Maintains strict confidentiality of matters handled by the Bureau.
• Participates in completing overflow clerical assignments for other sections in the Office of Chief Counsel.
• Consults and advises the Deputy Chief Counsel on departmental methods, procedures, and interpretations of departmental policies and programs.
• Assists with FOIA, administrative rules, and subpoena clerical duties.
• 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 Deputy and entire bureau, routes routine correspondence to the respective staff, maintains correspondence control, and establishes completion dates.
• Records appointments and correspondence for the Deputy 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

• 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)
• 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)
• Tuition Reimbursement
• Employee Assistance Program and/or mental health resources

What This Job Offers

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