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EXECUTIVE SECRETARY I, OPT. 2 (UPWARD MOBILITY) (TYPING) - IPR#46177

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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss 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:  Nov 18, 2022
Location: 

Springfield, IL, US, 62704-4766

Job Requisition ID:  21352

Agency :  Department of Transportation 
Closing Date/Time: 12/07/2022 
Salary:   $3,710 - $5,142 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

40%
1. As secretary to the Land Acquisition Engineer, performs a variety of complex secretarial and administrative duties. 

  • Keyboards correspondence and annual reports on Land Acquisition activities including project status.
  • Keyboards confidential materials in regard to staff performance evaluations, disciplinary actions, salary recommendations, and memos regarding personnel matters.
  • Performs a variety of advanced word processing functions in accordance with IDOT's correspondence standards.
  • Ensures clarity and accuracy of all correspondence, proofreads and edits for content, grammar, format and punctuation.
  • Utilizing a PC, prepares Warranty Deeds, temporary easements, tenant releases, partial releases from mortqaqes, appraisals, leases and affidavits.

 

20%
2. Serves as receptionist for the Land Acquisition Section. 

  • Receives visitors and directs them appropriately.
  • Answers incoming calls, directing them to appropriate staff member.
  • Provides general information on departmental regulations and procedures.
  • Receives the general mail for the section.
  • Arranges travel and hotel reservations for seminars and meetings.
  • Maintains attendance records, reports and leave requests for staff.

(Job Responsibilities continued)

15%
3.    Consults and advises the Land Acquisition Engineer on departmental methods, procedures and interpretations of departmental policies and programs.

  • From a variety of sources gathers data and provides recommendations to assist the Land Acquisition Engineer in decision making and in the preparation of various special reports, news releases and/or speeches.
  • Conducts follow-up research for the Land Acquisition Engineer regarding program impact and operation and advises of any further actions that may be necessary.
  • Processes condemnations by Eminent Domain involving special legal actions through staff, the SMG's and Attorney General, which requires preparation of sensitive legal and technical documents at the proper time to meet court dates for quick-takes.
  • Assists in compiling Certification of Federal Aid Participation projects.
  • Coordinates workflow to and from the Land Acquisition Engineer's office verifying the timely completion of functions, advises bureau chief of concerns and notifies staff of changes and or revisions.

 

10%
4.    Performs support functions for the Land Acquisition Section staff.

  • Keyboards a variety of materials.
  • Establishes formats and keyboards documents such as correspondence, memoranda, reports, and legal documents.
  • Keyboards all specialty materials regarding excess land, relocation plans, in-house appraisal, new job assignments and completion notices, including paying invoices through FOA. Organizes and prioritizes workload independently.
  • Opens, dates, sorts, and distributes all incoming mail and processes outgoing mail.

(Job Responsibilities continued)

10%
5.    Arranges section travel, monitors policy changes, sorts incoming email and maintains section files.

  • Arranges travel and appointments, including hotel reservations for section personnel for seminars and meetings.
  • Advises staff of policy and procedural changes.
  • Sorts incoming correspondence and email directing to appropriate section personnel for resolution.
  • Maintains both electronic and hard copy correspondence and documentation files.

 

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

Knowledge, Skills, and Abilities

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

 

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. 

 

Preferred Qualifications 
1.    Prefers knowledge of word processing software (Microsoft Word, Excel, Access, PowerPoint and Outlook).
2.    Prefers working knowledge of office practices, procedures, business English and spelling.

 

Conditions of Employment

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

 

Position Marketing Statement

The Illinois Department of Transportation is seeking to hire an Executive Secretary I to perform responsible secretarial and administrative duties in support of both the Land Acquisition Engineer, and section staff. The successful candidate will function independently and perform a variety of complex clerical and technical functions. 

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/Program Development
Agency Contact:
 DOT.CONTACTHR@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