IDVA-CENTRAL OFFICE PRIVATE SECRETARY II-DIRECTOR'S OFFICE

State of Illinois•Chicago, IL

1d•Onsite

About The Position

The Illinois Department of Veteran Affairs is seeking to hire an independent, highly organized, and detail-oriented private secretary II for the Director's office. This position will serve as the administrative secretary and liason to the Director of the Department of Veterans' Affairs. The successful candidate shall demonstrate good oral and written communication skills, high level of organizational skills, be a self-starter, and be able to carry out administrative duties of the Director's office.

Requirements

Requires knowledge, skill, and mental development equivalent to completion of four (4) years of high school and four (4) years of work experience as a secretary defined as carrying out and coordinating all clerical and day-to-day administrative support activities for an individual office within an organization OR completion of two (2) years of college and two (2) years of work experience as a secretary defined by carrying out and coordinating all clerical and day-to-day administrative support activities for an individual or office within an organization OR completion of four (4) years of college and (1) year of work experience as a secretary defined as carrying out and coordinating all clerical and day-to-day administrative support activities for an individual or office within an organization.
Requires ability to pass a background check.
Requires ability to travel in the performance of duties, with overnight stays as appropriate.
Requires ability to attend seminars, conferences, and training to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.

Nice To Haves

Prefers previous executive assistant experience.
Prefers the ability to apply human relations skills to interact with management, officials of government and private industry, and the public.
Prefers thorough knowledge of principles of office management.
Prefers thorough knowledge of composition, grammar, spelling and punctuation.
Prefers ability to type accurately at 55 wpm.
Prefers the ability to utilize Microsoft Office at an intermediate level, proficiency in Word, Excel, Outlook, PowerPoint expected.
Prefers the ability to communicate clearly and effectively, both orally and in writing.

Responsibilities

Serves as an administrative secretary and liaison for the Director of the Department of Veterans’ Affairs.
Composes and types highly sensitive and complex letters, reports and minutes of meetings.
Serves as Director’s Office liaison in working with the Office of the Governor, members of the General Assembly, Veterans Organizations, Veterans, their spouses and dependents in the development, interpretation, and installing of programs and procedures.
Interprets, discusses and explains agency programs to interested groups.
Monitors all call to the Director.
Responds to inquiries from other governmental agencies and general public.
Attends and provides input into Director’s meetings with Executive Staff, Administrative Staff, and Institutional Heads.
Serves as a scheduler for the Director.
Coordinates special events projects for the Department, arranges for speakers, finds space when necessary, as assigned by the Director.
Coordinates state property within assigned division/section as determined by the Department’s property control policy.
Performs other duties as assigned or required which are reasonably within the scope of duties enumerated above.