IVH-L EXECUTIVE SECRETARY II

State Of Illinois • La Salle, IL

389d • $57,192 - $79,584

About The Position

The Executive Secretary II position at the Illinois Department of Veterans' Affairs serves as a key administrative support role to the Administrator of the LaSalle Veterans' Home. This role involves managing correspondence, preparing reports, and providing essential information to management staff. The Executive Secretary will also coordinate administrative activities, maintain confidential files, and ensure compliance with various standards and regulations. This position is crucial for facilitating communication and operational efficiency within the facility.

Requirements

• Completion of two years of secretarial or business college and one year of secretarial experience, or completion of high school and three years of secretarial experience.
• Knowledge of agency programs, rules, and regulations.
• Experience handling confidential information and sensitive data.
• Experience working with spreadsheets for reports.
• Ability to multi-task and meet deadlines in a time-sensitive environment.
• Experience establishing and developing written instructions and procedures.
• Experience utilizing Microsoft Office Suite programs or similar computer programs.
• Experience operating common office equipment and tools.

Nice To Haves

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

Responsibilities

• Provide information and data to management level staff regarding programs and admissions.
• Prepare reports for the Administrator on matters addressed by elected officials.
• Take and transcribe dictation for the Administrator and compose correspondence.
• Collect, analyze, and interpret data from various department heads for program evaluation.
• Monitor projects assigned to facility staff and prepare progress reports.
• Coordinate administrative activities and staff meetings.
• Review external correspondence and prepare responses for the Administrator.
• Maintain confidential files and determine information dissemination.
• Respond to Freedom of Information requests for the facility.
• Type and assemble updates for the facility Policy and Procedures Manual.
• Attend meetings and type minutes for various committees and meetings.
• Assist with internal communications and distribute mail.
• Prepare evaluations of staff reporting to the Administrator.
• Review incident reports and monitor program problem resolutions.
• Review internal documents for the Administrator and affix signatures as approval.
• Perform other duties as required or assigned.

Benefits

• Flexible jobs that provide the gold standard of benefits.
• Top-tier benefits and great retirement packages.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: No Education Listed