EXECUTIVE SECRETARY I (UMP)
Park Forest, IL, US, 60466-1200
Agency: Department of Human Services
Class Title: EXEC SECRETARY I - 14031
Skills Option: Keyboarding (TY)
Bilingual Code: None (00)
Opening Date: 10/10/2024
Closing Date/Time: 10/24/2024
Salary: Anticipated Salary $4,246-$5,701/month ($50,952-$68,412/year)
Job Type: Salaried
Category: Full Time
County: Cook
Number of Vacancies: 1
Bargaining Unit: RC014
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
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.
While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 41502
Position Overview
The Division of Developmental Disabilities is seeking to hire an Executive Secretary I for the Ludeman Developmental Center located in Park Forest, Illinois to serve as secretary to the Unit Director. Performs highly responsible administrative secretarial duties utilizing a personal computer and related software. Designs, formats, and keyboards, utilizing computer software a variety of materials from handwritten hard copy, including minutes of meetings, letters, memorandums, reports, and correspondence of a sensitive and confidential nature. Receives incoming mail and prepares out-going mail. Receives visitors, screens incoming calls and correspondence. Develops databases, spreadsheets and inputs data for monitoring reports, quality assurance and special projects.
Essential Functions
- As secretary to the Unit Director, performs highly responsible administrative secretarial duties.
- Assists Unit Director in answering questions, providing information, and explaining procedures, rules, and regulations of accrediting bodies.
- Prepares Center clinical policies and procedures.
- Receives incoming mail and prepares out-going mail.
- Receives visitors, screens incoming calls and correspondence, announces and directs visitors, makes, and cancels appointments, maintains, and develops agency relationships through telephone and personal contact and related correspondence.
- Develops databases, spreadsheets, and inputs data for monitoring reports, quality assurance and special projects.
- Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
- Requires knowledge, skill, and mental development equivalent to completion of two years of secretarial or business college and one year of secretarial experience or completion of high school and three years of secretarial experience.
- Requires the ability to keyboard accurately at a net rate of 55 wpm.
*Qualifying state employees in the employee Upward Mobility Program may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.
Preferred Qualifications
- Three (3) years of experience performing secretarial duties for a public or private organization.
- Three (3) years of experience gathering data to conduct special projects and studies for a public or private organization.
- Three (3) years of experience working with sensitive/confidential information.
- Three (3) years of experience maintaining records, reports, and files.
- Three (3) years of basic proficiency working with personal computers utilizing related software.
- Two (2) years of experience communicating effectively both orally and in writing.
Conditions of Employment
- Requires the ability to work after business hours, weekends, and holidays.
- Requires the ability to utilize office equipment, including personal computers.
- Requires the ability to travel in the performance of job duties.
- Requires ability to pass the IDHS background check.
- Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.
*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.
Work Hours: Mon-Fri, 8:30am-5pm; 1 hour unpaid lunch
Work Location: Park Forest - 114 N Orchard Dr
Division of Developmental Disabilities
Ludeman Developmental Center
Residential Services - Unit 1A
Agency Contact: DHS.HiringUnit@Illinois.gov
Posting Group: Office & Administrative Support; Social Services
About the Agency:
The Illinois Department of Human Services serves families in need across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.
As a State of Illinois Employee, you will receive a robust benefit package that includes the following:
- A Pension Program
- Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
- 3 Paid Personal Business Days annually
- 12 Paid Sick Days annually (Sick days carry over from year to year)
- 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
- Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
- 13 Paid Holidays annually, 14 on even numbered years
- Flexible Work Schedules (when available dependent upon position)
- 12 Weeks Paid Parental Leave
- Deferred Compensation Program - A supplemental retirement plan
- Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
- Federal Public Service Loan Forgiveness Program eligibility
- GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
- 5% Salary Differential for Bilingual Positions
- Commuter Savings Program (Chicago only)
For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
This title is within the Upward Mobility Program (UMP). General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. To utilize upward mobility contractual rights for this position, employee must apply internally and upload a copy of the UMP grade notice to their application documents prior to submission. UMP grades can be uploaded to the Additional Documents OR Grade Documentation section of the application.
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.
State employees should include temporary assignment in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section.
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