EXECUTIVE ASSISTANT C

State of Illinois•Chicago, IL

1d•Onsite

About The Position

Under the direction of the Secretary of the Illinois Department of Early Childhood (IDEC), performs secretarial and administrative duties in a highly complex and confidential nature in handling materials, in sending and receiving correspondence, coordinating travel, and securing accommodations for the Secretary. This role involves maintaining confidential and administrative files, operating manual and automatic office equipment and computers, managing all correspondence for the Secretary’s Office, screening visitors and callers, and serving as a liaison for the Secretary with department management and staff. The position also handles visitor/caller requests and programs or refers them to appropriate staff if necessary, and promotes harmonious working relationships with all contacts. Performs other duties for the Secretary as required or assigned.

Requirements

Completion of high school and four (4) years of work experience, including clerical/administrative work, in a public or business organization; OR
Two (2) years of college and two (2) years of work experience, including clerical/administrative work, in a public or business organization; OR
Four (4) years of college and one (1) year of work experience, including clerical/administrative work, in a public or business organization.
Ability to pass a background check.
Ability to travel in the performance of duties, with overnight stays as appropriate.
Ability to work evenings and weekends, as overtime is a condition of employment.
Ability to utilize and maintain state-issued equipment such as a cell phone, laptop, etc.

Nice To Haves

Thorough knowledge of business English and secretarial procedures and practices.
Proficiency in Microsoft Office Suite (e.g., MS Word, Excel).
Excellent typing skills, knowledge of general office procedures and protocols.
Ability to compose confidential and administrative correspondence without specific instructions or review.
Ability to exercise courtesy and tact in receiving callers and dispensing and obtaining information.
Ability to manage competing priorities among competing stakeholders for Secretary's focus/attention.

Responsibilities

Performs secretarial and administrative duties in a highly complex and confidential nature.
Handles materials, sends and receives correspondence, coordinates travel, and secures accommodations for the Secretary.
Maintains confidential and administrative files.
Operates manual and automatic office equipment and computers.
Manages all correspondence for the Secretary’s Office.
Screens visitors and callers, answering inquiries involving the interpretation and explanation of departmental policies, procedures, and programs.
Personally handles visitor/caller requests or programs or refers to appropriate staff if necessary.
Serves as liaison for the Secretary with department management and supervisory staff and with managerial and administrative staff in other departments.
Promotes harmonious working relationships with all contacts.
Performs other duties for the Secretary as required or assigned.