IVH-C EXECUTIVE SECRETARY II

State of Illinois•Chicago, IL

4d•Onsite

About The Position

Under general direction performs confidential secretarial and administrative support activities for the Home Administrator. Utilizes personal computer, calculator, fax and similar modern office equipment to compile information, draft correspondence, memorandums and other written material and releases material as directed. Researches and gathers information and data to prepare summaries, reports, charts, and spreadsheets. Serves as timekeeper for designated employees. Serves as backup receptionist/switchboard operator. Assists the Adjutant’s office in completing admission paperwork. Provides secretarial and office support functions for management staff. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Requirements

Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and two (2) years of secretarial experience or completion of high school and four (4) years of secretarial experience.
Requires ability to type accurately at 55 words per minute.
Requires ability to pass a background check.
Requires ability to pass a drug screen and pre-employment physical.
Requires ability to meet all agency vaccine/health-related policies and guidance.
Requires the ability to utilize office equipment, including personal computers.
Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
Requires ability to travel in the performance of duties, with overnight stays as appropriate.
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.
Overtime is a condition of employment, and you may be required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This requires the ability to work evenings and weekends.
The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Nice To Haves

Two (2) years of experience with agency programs, rules, and regulations.
Two (2) years of experience handling confidential information and sensitive data.
Two (2) years of experience working with spreadsheets and using them for reports.
Two (2) years of experience multi-tasking and meeting deadlines in a time sensitive environment.
Two (2) years of experience establishing and developing written instructions and procedures.
Two (2) years of work experience utilizing Microsoft Office Suite programs or similar computer programs.
Two (2) years of work experience operating common office equipment and tools.

Responsibilities

Performs confidential secretarial and administrative support activities for the Home Administrator.
Utilizes personal computer, calculator, fax and similar modern office equipment to compile information, draft correspondence, memorandums and other written material and releases material as directed.
Researches and gathers information and data to prepare summaries, reports, charts, and spreadsheets.
Serves as timekeeper for designated employees.
Serves as backup receptionist/switchboard operator.
Assists the Adjutant’s office in completing admission paperwork.
Provides secretarial and office support functions for management staff.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

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