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Lincoln's ChalleNGe Academy Executive Assistant

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:  Aug 5, 2022
Location: 

Rantoul, IL, US, 61866-3740

Job Requisition ID:  17872

 Agency:  Department of Military Affairs 
Closing Date/Time: 08/25/2022 
Salary:  $4,000 - $4,380  
Job Type:  Hourly Full Time  
County:  Champaign  
Number of Vacancies:  1  
Plan/BU:  Excluded - Federally Funded 000  

 

All applicants who want to be considered for this position MUST apply electronically through SuccessFactors.  Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 17872

Description

Under the general direction of the Director, performs sensitive, confidential, and routine administrative and secretarial duties for the Lincoln’s Challenge Academy.  Provides administrative assistance and general oversight of all administrative activities of the Academy.

Job Responsibilities

   

  1. Performs a variety of complex, specialized secretarial duties including filing, typing, and general office support functions; maintains necessary files; prepares and types a variety of reports and memorandums.  Thorough coordination, develops deadlines, suspense’s, and prioritizes work to be completed.  Plans, facilitates, and coordinates work with staff to ensure maximum output.  Performs typing using a variety of word processors and computer programs
  2. Prepares, receives, reviews, and maintains all correspondence, publications, policies, and directives establishing safeguards on sensitive items.  Prepares materials for mailing.  Responds to a variety of routine inquiries/requests and refers others to appropriate staff.  Maintains suspense files and performs follow-up action to assure time frames are met.  Retrieves and tracks documents from files upon request or as needed.  Establishes and maintains office files adhering to current policy and ensuring file security.  Researches archived materials, files, directives, policies and/or request information from departmental staff to be used in reply to inquiries.  Provides extensive automated file management utilizing the Cadet Tracking System to update and maintain cadet data for tracking by the National Guard Bureau. 
  3. Establishes and maintains the office distribution system and maintains inventory.  Distributes correspondence and reports on a timely basis.  Prepares, reviews, and maintains a variety of correspondence to include routine and/or confidential correspondence.  Ensures neatness, grammar, spelling, punctuation, format, construction, attachments, and continuity of text, and adherence to policies and procedures of the Department. 
  4. Reviews travel arrangements to coincide with agendas in order to notify organizations and officials to be visited while keeping in contact with Director and Deputy Director and prepares and distributes reports.  Coordinates the Director’s schedule while screening visitors and telephone calls.
  5. Schedules weekly motivational keynote speakers, organizes special events and ceremonial programs, and coordinates with the Department of Military Affairs on all aspects of major cadet events.  Responsible for ensuring that all final details are met within the established timeframes.
  6. Acts as liaison with selected business representatives and the Deputy Director for extracurricular activities such as yearbook and class rings.  Works closely with staff members in charge of extracurricular activities and coordinates appearances by cadets for special events.
  7. Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

 

Knowledge, Skills, and Abilities

Preferred Qualifications:

  • Prefers working knowledge of agency programs, rules, and regulations.
  • Prefers working knowledge of principles of office management. 
  • Prefers working knowledge of manual and automated office equipment. 
  • Prefers 2 years’ experience with Microsoft Word, Excel, PowerPoint, and Access.
  • Prefers working experience of composition, grammar, punctuation, and spelling.
  • Prefers working experience typing with speed and accuracy on a variety of complex materials at 45 wpm.
  • Prefers working ability to read and write in shorthand.
  • Prefers ability to develop written instructions and procedures. 
  • Prefers ability to apply human relation skills in interaction with management, representatives of government, and the public. 
  • Prefers ability to communicate clearly and effectively both orally and in writing. 
  • Prefers a current holder of an Illinois Notary Public License. 

Employment Conditions

  • Ability to maintain emotional control under stress. 
  • Requires ability to lift and carry 50 lbs., i.e., heavy boxes of files and supplies, etc. 
  • Requires a valid Illinois driver’s license.

Education

  • Requires the knowledge, skill, and mental development equivalent to the completion of high school. 
  • Requires 2 years secretarial experience or administrative military experience.  

Work Hours:  (Can Vary based on Mission Requirements)(1/2 hr paid lunch)  
Work Location: 212 W Borman Dr Rantoul, IL 61866-3740  
Agency Contact:
 

SHERRI WHITE-TAYLOR

Email: swhite@lincolnschallenge.org

Phone #:217-761-1302

Job Function:  Public Safety  

 

This position [DOES/DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).

 

 

 

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 work.Illinois.gov homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the work.Illinois.gov 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 [KS(1]  and review the Internal Candidate Application Job Aid HERE [KS(2] 

Non-State employees: on work.Illinois.gov – click “Application Procedures” in the footer of every page of the website.