EXECUTIVE SECRETARY II (UMP) - KEYBOARDING

State of Illinois•Springfield, IL

1d•$5,127 - $7,135•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, this position performs responsible secretarial and administrative duties independently within organizational policies, using initiative and discretion in interpreting and communicating policies and programs. The role performs complex clerical and technical functions, recommends policy and procedure changes, and provides working leadership and coordination of staff operations supporting administrative policies and complex functions. The position also ensures compliance with departmental safety rules. This is a union position subject to the applicable collective bargaining agreement. The listed work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Hybrid scheduling may be available from one to five days per week in the office, depending on operational needs. The position is located in Springfield, Illinois.

Requirements

Knowledge, skills, 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.
For qualifying State employees in the Upward Mobility Program, the stated classification requirements may be waived upon successful completion of specified 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, both orally and in writing.

Responsibilities

Performs complex, confidential secretarial and administrative work, including office management, keyboarding, use of computer applications, handling correspondence, and supporting the Engineer of Construction’s secretarial needs.
Serves as a communication and screening center for the Engineer of Construction.
Maintains complex systems involving contracts and related correspondence, subject files, and final inspection reports.
Completes special projects and administrative functions for the bureau using knowledge of departmental policies, procedures, and directives.
Provides information about new policies and distributes directives throughout the Bureau of Construction.
Keys meeting minutes for meetings chaired by or involving the Engineer of Construction, including meetings associated with the IDOT Industry Policy Committee.
Serves as a working supervisor.
Assists other clerical staff with general office work as workload permits.
Performs other duties reasonably within the scope of the position.

Benefits

Health insurance
Life insurance
Vision insurance
Dental insurance
Pension plan
12 weeks of paid maternity/paternity leave
Deferred Compensation Program and other pre-tax benefit programs, including medical and daycare
12 paid sick days annually
10 paid vacation days during the first year, with the opportunity to 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
Flexible work schedules in several program areas, including flexible time and hybrid scheduling
Extensive training and career advancement opportunities