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EXECUTIVE SECRETARY I (UPWARD MOBILITY) (TYPING)-1403102

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:  Jun 8, 2021
Location: 

Springfield, IL, US, 62712-8609

Job Requisition ID:  3563

Agency:  Illinois State Police  
Closing Date/Time:  06/21/2021 
Salary:  $3,409 - $4,759 / MONTHLY 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.

 

Posting Identification #

3563

About the position

Under general direction of the Training Bureau Chief, as a paraprofessional/secretary within the Training Bureau utilizing independent judgement, prepares and keyboards complex correspondence and memoranda from handwritten or oral communications. Assists the Basic Training Section, Officer Survival Section, and Physical Skills Section with drafting Academy training schedules and initiating requests for instructor resources as needed to conduct Academy training. Maintains instructor files and a database for current and past instructors. Disseminates all correspondence/memoranda to appropriate personnel, determines those receiving copies and determines locality of those officers; provides input to the bureau chief and other staff members. Serves as a backup receptionist for the Academy Lobby.

Job Responsibilities

35% 1. As a paraprofessional/secretary within the Training Bureau utilizing independent judgement, prepares and keyboards complex correspondence and memoranda from handwritten or oral communications. Composes correspondence of a general nature and composes and prepares replies to requests for information to include FOIA requests and subpoenas. Assists the Training Bureau with basic level responsibilities for maintaining property; coordinates with the Fiscal Support Section regarding purchase requests and items received. Utilizing back-up procedure for data stored on the computers, maintains a directory of all stored data; retrieves requested data in a timely and efficient manner; and seeks continuing education in the application of new procedures and software programs.

25% 2. Assists the Basic Training Section, Officer Survival Section, and Physical Skills Section with drafting Academy training schedules for Cadet training, Recruit training, In-service training, Promotional School, Instructor Development School, etc. Maintains schedules for in service training based on drafts provided by class coordinators, keeps accurate printed and/or electronic records of classes conducted, instructor requests and confirmations, and archival schedule copies. Ensures records contain course titles, classes contained therein, number of hours of the instruction, and respective instructors teaching each block of instruction. Interprets schedules to identify scheduling errors pertaining to overlapping classes, duplicate instructor commitments, etc. Utilizes computerized systems to track instructors, classes, and schedules. Keyboards, proofreads and edits instructor and curriculum design development checking for grammar, punctuation, format, clarity and accuracy, with an understanding of technical terminology used.

20% 3. Initiates requests for instructor resources as needed to conduct Academy training by consulting an established list of instructors indexed by their respective subject matter expertise. Drafts routine correspondence to request instructor resources to assist the Academy in its mission. Conducts timely notifications and requests for instructors and keeps command apprised of any difficulties arising from instructor scheduling. Maintains instructor files for current and past instructors to include the courses taught, performance evaluations and summaries, and certification letters for Illinois Law Enforcement Training and Standards Board certified instructors. Serves as the liaison with ILETSB regarding instructor applications.

(Job Responsibilities continued)

10% 4. Disseminates all correspondence/memoranda to appropriate personnel, determines those receiving copies and determines locality of those officers/clients; provides input to the bureau chief and other staff members. Receives calls and relays messages for the bureau chief and section supervisors. Assists with preparing for Use of Force Committee meetings; types the minutes of each meeting. Completes minor typing tasks such as labels, envelopes, training certificates, and award certificates.

5% 5. Serves as a backup receptionist for the Academy Lobby. Answers the phone; receives and greets visitors; takes messages; responds to inquiries in regards to the ISP Academy and Training.

5% 6.  Other duties as assigned or required.

Knowledge, Skills, and Abilities

  • Knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and one (1) year, of secretarial experience; or completion of high school and three (3) years of secretarial experience. Working knowledge of agency programs, rules, and regulations.
  • Thorough knowledge of the principles of office management.
  • Thorough knowledge of automated office equipment and arithmetic computations.
  • Thorough knowledge of composition, grammar, spelling and punctuation.
  • Extensive knowledge of computer program applications.
  • Ability to apply human relations skills in interaction with management, officials of government and private industry, and the public.
  • Skill in keyboarding accurately at 55 wpm.
  • This class is included as an Upward Mobility Program certificate title. 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 state requirements for this class.

Employment Conditions

  • Successfully pass a background check
  • Successfully pass a drug screen

About the Agency

The Illinois State Police strives for excellence seeking to be one of the premier policing agencies in the country.  Our core values are Integrity, Service, and Pride.  We are seeking individuals with similar values to join us on our mission to promote public safety.

Work Hours:  8:30a - 5p (Monday - Friday)  
Work Location: 3700 E Lake Shore Dr Springfield, IL 62712-8609  
Agency Contact:  
ISP.JobPostings@illinois.gov  

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Submit completed application via email (include Job Requisition ID in Subject line) to:

ISP.JobPostings@illinois.gov  

or mail your application to:
Illinois State Police

Office of Human Resources 
801 S. 7th St., Ste. 700 Annex
Springfield, IL 62703

 

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

The ISP is a Drug Free Workplace