Executive Secretary II (Ump) - Keyboarding

State of Illinois•Springfield, MO

3d•Hybrid

About The Position

The Illinois Department of Transportation is hiring an Executive Secretary II for the Bureau of Construction. Under the general direction of the Engineer of Construction, the position performs responsible secretarial and administrative duties independently within organizational policies. The role uses initiative and discretion to support administrative policies and complex support functions, and may develop and recommend new or revised policies and procedures. It also ensures compliance with departmental safety rules. The position is based at the Office of Highways and Intermodal Project Implementation/Bureau of Construction in Springfield, Illinois. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The anticipated hybrid schedule may require one to five days per week in the office, depending on operational needs. This is a union position covered by the relevant collective bargaining agreement.

Requirements

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.
Ability to keyboard accurately at 55 words per minute.
Successful completion of a background check and self-disclosure of criminal history.
Qualifying State employees in the Upward Mobility Program may have the stated classification requirements waived by successfully completing specific proficiency tests and training programs.

Nice To Haves

One year of experience using human relations skills when interacting with management, government and private-industry representatives, and the public.
One year of experience using manual and automated office equipment.
One year of experience applying office management principles.
Knowledge of composition, grammar, spelling, and punctuation.
Basic skill using Microsoft applications.
One year of experience providing instruction, guidance, and training to other staff.
One year of experience establishing and developing written instructions and procedures.
Ability to communicate clearly and effectively orally and in writing.

Responsibilities

Perform complex, confidential secretarial and administrative work, including office management, keyboarding, computer applications, correspondence handling, and other secretarial support for the Engineer of Construction.
Serve as the communication and screening center for the Engineer of Construction.
Maintain complex systems for contracts and contact correspondence, subject files, and final inspection reports.
Complete bureau special projects and administrative functions using knowledge of departmental policies, procedures, and directives.
Provide information about new policies and distribute directives throughout the Bureau of Construction.
Keyboard meeting minutes for meetings chaired by or attended by the Engineer of Construction, including meetings associated with the IDOT Industry Policy Committee.
Serve as a working supervisor and assist other clerical staff with general office work as workload permits.
Ensure compliance with departmental safety rules.
Perform other duties reasonably within the scope of the position.

Benefits

Health, life, vision, and dental insurance
Pension plan
12 weeks of paid maternity/paternity leave
Deferred compensation and other pre-tax benefit programs, including medical and daycare
12 paid sick days annually
10 paid vacation days in the first year, with the opportunity to earn up to 25 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
Flexible work schedules in several program areas, including flexible time and hybrid scheduling
Extensive training and career advancement opportunities