EXECUTIVE ASSISTANT C

Essential Functions

• 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, securing accommodations for the Secretary.
• Maintain confidential and administrative files, operate manual and automatic office equipment and computers in performing assigned duties and responsibilities.
• 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 which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires either (a) completion of high school and four (4) years of work experience, including clerical/administrative work, in a public or business organization; (b) two (2) years of college and two (2) years of work experience, including clerical/administrative work, in a public or business organization; OR (c) four (4) years of college and one (1) year of work experience, including clerical/administrative work, in a public or business organization.

Preferred Qualifications

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

Conditions of Employment

• Requires the ability to pass a background check.
• Requires the ability to travel in the performance of duties, with overnight stays as appropriate.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This requires the ability to work evenings and weekends.
• Requires the ability to utilize and maintain state issued equipment such as a cell phone, laptop, etc.
• *The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency:

The Illinois Department of Early Childhood (IDEC) was signed into law in June of 2024 with the focus of making early childhood education and care services simpler, better and fairer for families with young children across the state. During fiscal years FY25 and FY26, IDEC will be working through transitioning data, programs and services from three state agencies – the Department of Children and Family Services (DCFS), Illinois Department of Human Services (IDHS), and the Illinois State Board of Education (ISBE), – to IDEC in order to be fully operational by July 2026. Illinois strives to be the best state in the nation to raise a family with young children and IDEC is committed to continue putting children and families center while reducing complexities and finding efficiencies in the system and advancing equity.