Managerial Assistant II

Illinois Secretary of State•Springfield, IL

8d•$4,836 - $8,553•Onsite

About The Position

Performs administrative construction project management duties working with senior project managers. Assists in managing complex public construction projects for the Office of the Secretary of State. Assists in overseeing multiple projects, project personnel, and design and construction teams. Assists in overseeing all aspects of a construction project from planning and developing to final completion; making sure project is done as scoped, is on time, and within budget.

Requirements

Requires working knowledge of administrative practices and methods.
Requires elementary knowledge of departmental operations.
Requires ability to express ideas clearly both orally and in writing.
Requires ability to maintain satisfactory working relationships.
Requires ability to analyze operational and administrative problems and to adopt an effective course of action.
Requires ability to deal tactfully with matters of a confidential, sensitive or controversial nature.
Requires ability to exercise independent judgment in dealing with operational and personnel management problems and to take appropriate course of action to correct such problems.
Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
Applicants must be lawfully authorized to work in the United States.

Nice To Haves

Preferably with courses in public or business administration

Responsibilities

Assists in the planning and developing of all phases of a construction lifecycle from initiation to final completion; makes sure projects are aligned with design and scope of work.
Collaborates with architects, engineers, trades personnel, construction crews, Capitol Development Board, and Office of the Architect as well as other specialists both on staff and under contract.
Collaborates with the Department of Budget and Fiscal on bidding documents, contracts, change orders, invoicing.
Assists in the development of detailed scopes of work for construction; performs construction project oversight.
Prepares, maintains, and oversees various operation and maintenance contracts for the Department of Physical Services; acts as Liaison for division during the warranty periods upon completion of project; assists in the tracking of funding for the division.
Maintains all construction and design drawings and as-builts for the division, keeping logs and records for each project; handles all key loans and keypad access criteria for division; prepares weekly division reports; manages all divisional correspondence; acts as liaison between administrative office and divisional office.
Assists in the development and preparation of the divisional budget.
Other duties as assigned.