EXECUTIVE SECRETARY III

Position Overview

The Illinois Department of Juvenile Justice is looking for a candidate to serve as an Executive Secretary III to work at IYC Monarch in the Superintendent’s Office. The ideal candidate is self-motivated, task oriented, utilizes excellent organizational skills, shows great attention to detail, and has great interpersonal skills. This position serves as a confidential assistant to the Superintendent and performs highly confidential, sensitive administrative tasks within the agency. Time management is essential in this position and the ideal candidate will be able to process information and materials in a timely manner. A background in policy and procedure would be a plus for our ideal candidate. We are looking for an energetic candidate looking to be an integral part of the Administrative Team, working with both administrative staff at the institution level as well as executive staff within the Illinois Department of Juvenile Justice. We encourage all qualified applicants to apply. If interested in this position, please apply according to the instructions on the job posting.

Essential Functions

1. Serves as an administrative secretary.
2. Keyboards correspondence, memoranda and reports of a confidential and sensitive nature that have an impact on program policies and procedures.
3. Serves as clerical support for administrative staff.
4. Serves as a liaison to the Central Office staff, Government officials, department heads, staff, and the general public through oral and written communications.
5. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qaulifications

1. Requires knowledge, skill, and mental development equivalent to completion of two years secretarial or business college and three years of secretarial experience or completion of high school with five years’ secretarial experience.
2. Requires ability to type accurately at 55 words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers at least two years of experience serving as a clerical assistant to executive level leadership.
2. Prefers at least two years of professional experience gathering, compiling, and entering data for special projects and reports.
3. Prefers at least two years of experience serving as a liaison between executive leadership and stakeholders.
4. Prefers at least two years of experience receiving and maintaining sensitive information and ensuring confidentiality.
5. Prefers at least two years of experience assisting with budgetary projections in a professional setting.
6. Prefers at least three years of professional experience receiving and directing calls for a large entity.
7. Prefers at least three years of experience using computerized systems and software to conduct daily tasks.
8. Prefers at least two years of professional experience coordinating and organizing executive level leadership schedules and travel arrangements.
9. Prefers at least two years of timekeeping experience.

Conditions of Employment

1. Requires the ability to pass an IDOC/IDJJ background check.
2. Requires ability to pass a drug screen. The use of unauthorized drugs, including cannabis, by an employee, regardless of position held is prohibited.
3. 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 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.