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

Position Overview

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.

Essential Functions

• 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.

Minimum Qualifications

• 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.

Preferred Qualifications

• 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.

Conditions of Employment

• 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.
• Overtime is a condition of employment, and you may be required to work overtime including scheduled, unscheduled, or last-minute overtime.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Benefits Package

• Flexible work schedules in many program areas (where applicable)
• Health, life, vision, and dental insurance.
• 12 weeks paid maternity/paternity leave.
• Pension Plan
• Deferred Compensation, and other pre-tax benefit programs.
• Employees earn twelve (12) paid sick days annually.
• Ten to twenty-five (10-25) paid vacation days based on years of service.
• Employees earn three (3) paid personal days pro-rated based on start date.
• Thirteen-Fourteen (13-14) paid state holidays annually.

About the Agency

The Illinois Department of Veterans Affairs is a state agency designed to empower veterans and their families to thrive. We do this by assisting them in navigating the system of federal, state, and local resources and benefits, providing long-term health care for eligible veterans in our Veterans’ Homes and partnering with other agencies and non-profits to help veterans address education, mental health, housing, employment, and other challenges. A career with the Illinois Department of Veterans’ Affairs provides a rewarding and challenging opportunity for individuals. Working together, we create partnerships and experiences that engage and inspire our fellow co-workers and the veterans and their family members that we serve every day.