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Executive Secretary II

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  Sep 19, 2022
Location: 

Park Forest, IL, US, 60466-1200

Job Requisition ID:  18377

Agency:  Department of Human Services 

Posting ID: 10-72-18377

Opening Date: 09/20/2022
Closing Date/Time:  10/03/2022 
Salary:  Anticipated Salary: $3,898 - $4,765 per month 
Job Type:  Salaried Full Time 
County:  Cook 
Number of Vacancies:  1 
Plan/BU:  Confidential Exclusion 014 

 

****A RESUME IS REQUIRED FOR THIS JOB POSTING****

Please attach a DETAILED Resume/Curriculum Vitae (CV), a copy of your transcripts or diploma for all degrees earned, and a copy of any applicable professional licensures to the MY DOCUMENTS section of your application. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) before any offer can be extended.  You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

Position Overview

The Division of Developmental Disabilities is seeking to hire an Executive Secretary II for the Ludeman Developmental Center located in Park Forest, Illinois to serve as secretary to the Assistant Facility Director, performs highly responsible and complex secretarial work. Takes and keyboards a variety of material from various formats exercising independent judgement in development of final drafts.  Prepares time and attendance reports.  Researches and prepares responses to inquiries; provides direction to lower-level clerical staff in department which report to the Assistant Facility Director. 

Job Responsibilities

  1. Serves as secretary to the Assistant Facility Director.

  2. Gathers, analyzes and organizes information for special projects such as admissions, transfers, and discharges, staffing and overtime usage, audit responses and educational and vocational services. 

  3. Receives, sorts, opens and prioritizes incoming mail and correspondence. 

  4. Compiles information for accreditation surveys and certification visits.

  5. Provides guidance and direction to lower-level clerical staff in all departments reporting to the Assistant Facility Director including individual records, quality enhancement and educational and vocational departments. 

  6. Maintains supervisor’s schedule.

  7. Develops and maintains files for monthly timekeeping report of staff at the facility. 

  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 WPM. 

Preferred Qualifications (in priority order)

1. Two (2) years of secretarial experience for a public or private organization.
2. Two (2) years of experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
3. Two (2) years of experience working in a public or private organization maintaining confidentiality and handling sensitive information with professionalism.
4. Two (2) years of experience conducting special projects which include evaluating existing and proposed programs, policies and procedures for a public or private organization.
5. Two (2) years of experience researching and developing correspondence to internal and/or external individuals.
6. Advanced proficiency in Microsoft Office Suite, including Word, Access and Excel.

Conditions of Employment

  1. Requires the ability to operate and troubleshoot electronic office equipment, computers and maintain moderately complex filing systems and records.
  2. Requires the ability to work after business hours, weekends and holidays.
  3. Requires the ability to meet all agency vaccine/health-related policies and guidance. 
  4. Requires ability to pass the Illinois Department of Human Services background check. 
  5. Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law. 

Work Hours:  Mon - Fri, 8:30am - 5:00pm 
Work Location: 114 N Orchard Dr Park Forest, IL 60466-1200 

Division of Developmental Disabilities

Ludeman Developmental Center

Assistant Facility Director 
Agency Contact:  DHS.HiringUnit@Illinois.gov
Job Family: Clerical and 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)
  • 13 Paid Holidays annually, 14 on even numbered years
  • Flexible Work Schedules (when available dependent upon position)
  • 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
  • 10 Weeks Paid Maternity/Paternity Leave
  • Deferred Compensation Program - A supplemental retirement plan
  • Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
  • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
  • 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

 

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