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EXECUTIVE SECRETARY I, OPT. 2 (UPWARD MOBILITY) (TYPING)- IPR#45781

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 20, 2022
Location: 

Springfield, IL, US, 62704-4766

Job Requisition ID:  19052

Agency :  Department of Transportation 
Closing Date/Time: 10/04/2022 
Salary:   $3,569 - $4,947 Monthly  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   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.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Agency Mission Statement:

 

The Illinois Department of Transportation is seeking to hire an Executive Secretary I, Opt. 2.

 

The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.

 

Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs. 

 

The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:

  • Monday-Friday work schedule
  • Flexible work schedules are available in many program areas.
  • Health, Life, Vision, and Dental Insurance
  • Pension Plan
  • (10) Weeks paid Maternity/Paternity Leave
  • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
  • Employees earn (12) paid Sick Days annually.
  • New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
  • Employees earn (3) paid Personal Days annually.
  • (13-14) paid holidays annually (based on start date)
  • Tuition Reimbursement

 

We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.

 

Job Responsibilities

25%
1.  Performs secretarial and administrative duties for the Bureau Chief of Administrative Services.

  • Keyboards correspondence, meeting minutes, confidential materials in regard to staff performance evaluations and memos regarding personnel matters.
  • Performs a variety of advanced word processing functions in accordance with the Illinois Department of Transportation (IDOT) correspondence standards including preparing reports, forms, letters, and bills pertaining to claims or property damage, vehicle accidents/incidents, personal injury, seasonal paint claims and other miscellaneous claims.
  • Ensures clarity and accuracy of all correspondence.
  • Proofreads and edits all correspondence for content, grammar, format and punctuation.
  • Coordinates workflow to and from the bureau chief’s office verifying the timely completion of functions.
  • Advises bureau chief of concerns and notifies staff of changes or revisions.

 

20 %
2.   Consults and advises the bureau chief on departmental methods, procedures and interpretations of departmental policies and programs.

  • From a variety of sources gathers data and provides recommendations to assist the bureau chief in decision making and in the preparation of various special reports, news releases and/or speeches. Conducts follow-up research for the bureau chief regarding program impact and operation and advises of any further actions that may be necessary.
  • Independently conducts various research projects as directed which requires direct knowledge of programmatic issues and policies.
  • Develops recommendations resulting from research and implements recommendations as directed.

(Job Responsibilities continued)

20%
3.    Serves as receptionist for the Bureau of Administrative Services.

  • Receives visitors and directs them appropriately.
  • Answers incoming calls, screens and transfers calls, and takes messages.
  • Provides general information on departmental regulations and procedures.
  • Forwards calls to appropriate section personnel for resolution.
  • Sorts incoming correspondence and email directing to appropriate bureau personnel for resolution.
  • Maintains correspondence and documentation files.
  • Distributes information to field personnel.

 

15%
4. Performs secretarial support functions for the Bureau of Administrative Services staff, organizing and prioritizing workload independently.

  • Establishes, formats and keyboards a variety of materials such as correspondence, memoranda, charts, reports, and legal documents.
  • Opens, dates, sorts and distributes all incoming mail.
  • Manages Accounts Receivable including distributing all incoming checks for rental, sign permit, claims, jury duty, subpoena fees, and other related activities.
  • Maintains a tracking log of all checks.

 

10%
5.  Serves as the Office Occupational Trainees (OOT) Lead Worker.

  • Participates in interviews and makes hiring recommendations.
  • Trains, assigns, supervises, evaluates and recommends whether to retain or dismiss OOTs.
  • Coordinates workload with district bureau chiefs and their secretaries to assign OOT assistance to the clerical staff.
  • Works with school OOT coordinators to develop intern training programs.
  • Represents the district at functions held by the OOT organizations.

(Job Responsibilities continued)

5%
6.  Arranges travel and hotel reservations for seminars and meetings.

  • Compiles and completes expense vouchers for the Administrative Manager.
  • Keyboards and verifies accuracy of bureau personnel expense vouchers.
  • Compiles pertinent information for out-of-state travel requests.

 

5%
7. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Knowledge, Skills, and Abilities

Minimum Qualifications

1.    Requires knowledge, skill and mental development equivalent to the completion of two (2) years secretarial/business college and one (1) year secretarial experience, or completion of high school and three (3) years secretarial experience.
2.    Requires the ability to keyboard accurately at 55 words per minute.

 

Preferred Qualifications

1.    Prefers knowledge of word processing software (Microsoft Word, Excel, Access, PowerPoint and Outlook) and IBM Mainframe Emulation.
2.    Prefers working knowledge of office practices, procedures, business English and spelling.
3.    Prefers ability to maintain clerical records and prepare reports for such records.
4.    Prefers ability to follow oral and written instructions.

 

Qualifying State employees in the Upward Mobility Program shall have the stated requirements of this classification waived by successful completion of specific proficiency tests and training programs. 

Conditions of Employment

1.  Requires successful completion of a background investigation.
2.  Requires the ability to work occasional overtime.
3. Requires the ability to sit for long periods of time.

Position Marketing Statement

The Illinois Department of Transportation seeks to hire an Executive Secretary I to perform responsible secretarial and administrative duties in support of the Bureau Chief of Administration and staff.  The ideal candidate, under the direct supervision of the Administrative Manager, will function independently within the framework of organizational policies, exercising initiative and independent judgment on the promulgation and interpretation of the bureau's policies and programs. 

Work Hours:  8:00 AM - 4:30 PM Monday-Friday  
Work Location: 126 E Ash St Springfield, IL 62704-4766  
Office: Office of Highways Project Implementation/Region 4/District 6/Administrative Services
Agency Contact:
 DOT.CO.BPM.EmploymentApplications@Illinois.gov
Job Family:  Clerical and Administrative Support; Transportation  

 

 

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.

 

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