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EXECUTIVE SECRETARY II (TYPING) (UMP)

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Nov 22, 2022
Location: 

Belleville, IL, US, 62220-3089

Job Requisition ID:  21177

Agency :  Department of Juvenile Justice 

Opening Date/Time: 11/23/2022 12:00am
Closing Date/Time: 12/08/2022
  11:59pm
Salary:   Anticipated starting salary is $4,164/month (Step 1C); CBA applies; Full Range: $4,164-$5,982  
Job Type:   Salaried Full Time  
County:   St. Clair  
Number of Vacancies:   1  
Plan/BU:   RC014  

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

Qualifying state employees in the Upward Mobility Program should follow the Upward Mobility Policy

Guidelines when applying for this title.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number  21177

Position Overview

The Executive Secretary II position, located in St Clair County, serves as secretarial administrative support to the Assistant School District Superintendent. This position performs highly responsible secretarial administrative work making independent decisions within defined limits to assist the Assistant School District Superintendent. Duties include highly confidential, sensitive administrative support tasks in a diverse agency. The ideal candidate would be a self -motivated, task oriented, organized individual with strong interpersonal skills able to process information and materials in a timely manner and convey information effectively through both written and oral reporting. We are looking for an energetic candidate looking to be an integral part of the School District team, working with School District staff at Illinois Youth Centers as well as Executive staff at the Department of Juvenile Justice. We encourage all qualified applicants to apply!

Job Responsibilities

  1. Reads and distributes incoming correspondence.
  2. Advises and instructs clerical personnel on changes in procedures affecting preparation of correspondence, and reports.
  3. Serves as secretary to Assistant School District Superintendent of District #428.
  4. Attends, participates in various staff meetings.
  5. Requests reports, etc. from various divisions, sections, or unit supervisors to answer numerous, varied questions pertaining to IDJJ programs, procedures, established policy.
  6. Gathers background data from variety of designated sources to assist Assistant Superintendent in making decisions, preparing speeches, reports, news releases, legislative proposals.
  7. Prepares non-routine correspondence independently for the Assistant Superintendent.
  8. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

  1. Requires knowledge, skill, and mental development equivalent to completion of two (2) years of secretarial or business college and two (2) years of secretarial experience, or completion of high school and four (4) years of secretarial experience.
  2. Requires the ability to keyboard accurately at 55 Words Per Minute.

Preferred Qualifications (In Order of Significance)

  1. Prefers three (3) years of experience implementing and monitoring compliance with programs, rules, and regulations.
  2. Prefers at least two (2) years of experience developing, reviewing, and/or implementing written forms of communication in a professional setting.
  3. Prefers at least two (2) years of experience working with arithmetic computations.
  4. Prefers at least three (3) years of experience with Microsoft Excel or similar software.
  5. Prefers at least three (3) years of experience with Microsoft Word or similar software.
  6. Prefers at least two (2) years of experience with Microsoft Outlook or similar software for the use of communication, appointment reminders, and/or meeting scheduling.
  7. Prefers thorough knowledge of the principles of office management.
  8. Prefers the ability to apply human relations skills in interaction with management, representatives of government and private industry and the public.
  9. Prefers thorough knowledge of composition, grammar, spelling, and punctuation.

Conditions of Employment

  1. Requires the ability to pass an IDOC/IDJJ background check.
  2. Requires the ability to pass a drug screen. On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume, and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department's zero tolerance Drug Testing Policy. The use of unauthorized drugs, including cannabis, by an employee, regardless of position held is prohibited.

About the Agency

The mission of the Illinois Department of Juvenile Justice (IDJJ) is to build youth skills and strengthen families by promoting community safety and positive youth outcomes. Over 900 staff members from across various departments—security, programming, education, mental health, and more—collaborate with the understanding that youth are physically, emotionally, and cognitively different from adults. The department provides extensive services to young people through a developmental, treatment-focused model of care that builds youth resiliency, engages families, and promotes community safety at the five youth facilities it operates across the state. IDJJ serves and houses approximately 150 youth and is responsible for approximately 500 youth on Aftercare in various Illinois’ communities.

Work Hours:  8:30am-5:00pm Monday-Friday  
Work Location: 1220 Centreville Ave Belleville, IL 62220-3089  
Agency Contact:
 

IDJJ Human Resources Department 

Email: DJJ.HumanResources@illinois.gov

Job Family:  Clerical and Administrative Support; Public Safety; Social Services  

 

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com