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EXECUTIVE SECRETARY I - OPT 2 - (UPWARD MOBILITY) - 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:  Sep 23, 2022
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  18865

Agency :  Department of Natural Resources 
Closing Date/Time: 10/07/2022
 
Salary:   $3,710.00 - $5,142.00 per month  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   RC028  

 

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.

 

Posting Identification Number  12-00-18865

Position Overview

This position serves as clerical staff for the Illinois Nature Preserve Commission, answering phone line and INPC email account, maintains INPC webpage, maintains budget, prepares correspondence, reports, vouchers.  Additionally, the person serves as our Open Meetings Act officer for the INPC meetings and handles all meeting logistics, announcements, agendas, minutes, and document signatures.

Job Responsibilities

1.    Under direction of the Executive Director of the Illinois Nature Preserves Commission, serves as an administrative secretary performing a variety of confidential secretarial and clerical duties:

  • Manages main INPC phone and email services for the general public.
  • Coordinates the INPC tri-annual meeting logistics for staff, Commissioners, and the public.
  • Secures meeting room arrangements, meals, and overnight accommodations for staff and Commissioners.
  • Assembles large agenda packets, organizing agenda material, including land protection proposals, staff input, staff reports, and reports from other Division within IDNR.
  • Establishes and maintains hard copy or computer files pertaining to all meeting information and resources.
  • Serves as an Open Meeting Act officer, ensuring all actions are handled in accordance with the Act and Rules.
  • Responsible for and keyboards meeting minutes, reviews and transcribes discussions from meeting verbatim, with recordings being from 2 -5 hours in length.
  • Collects signatures from the Department and Governor's office on dedication and registration documents for sites approved for inclusion in the Nature Preserves System.
  • Coordinates the official recording of documents in county governments for dedication and registration documents for sites approved for inclusion in the Nature Preserves system.
  • Travels as needed.

 

2.    Maintains INPC Web Page and keyboards confidential documents for the division of INPC:

  • Reviews the INPC Webpage and makes basic edits, additions and corrections.
  • Keyboards program policy or procedures recommendations for the Commission
  • Exercises independent judgement in interpreting and releasing information to the public from forms created or received.
  • Maintains and updates electronic files, site files and INPC files available for public inspection.
  • Enters, maintains, and runs reports from the INPC site database.

 

3.    Maintains budget records on a monthly, quarterly and annual basis for the Division using spreadsheet software by gathering and compiling data to prepare budget stat reports for the supervisor:

  • Serves as liaison from the field level spending to Springfield processing.
  • Tracks purchase requests, invoices and budget lines.
  • Manages invoices and travel vouchers.
  • Monitors cash flow and provides fund balance indicator reading to present over obligation of funds.
  • Manages petty cash, writes checks, makes deposits, and balances check book.
  • Accesses and replenishes petty cash account.

Job Responsibilities (Continued)

4.    Provides guidance and direction pertaining to meeting projects and use of equipment for meetings: 

  • Coordinates travel and equipment transfer and sets up and uses equipment for INCP meetings, such as laptops, sound boards, several wired and wireless microphones, digital recording devices, speakers, projectors, projector screen, power strips, and antennas.
  • Coordinates and invites all WebEx meetings.
  • Trouble shoots equipment if any problems arise.
  • Sets up meeting rooms with podium, proper placement of speakers, microphones, tables, chairs, phone, etc.
  • Lifts, packs and returns all equipment cases.

 

5.     Acts as back up Timekeeper in the absence of: 

  • Maintains time and attendance records, paper and electronic.
  • Reviews official leave request for completeness and proper electronic signatures.
  • Records all entries on employee timesheets in compliance with the Agency's Timekeeping Handbook Procedures.
  • Maintains, updates, and certifies the annual physical inventory.

 

6.     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 years of secretarial or business college and one year of secretarial experience or completion of high school and three years of secretarial experience. 
  2. 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 stated requirements for this classification.
  3. Requires skill in keyboarding at 55 WPM.

Preferred Qualifications

  1. Two (2) years of working knowledge of computer program applications.
  2. Two (2) years of experience using computer and office equipment.
  3. Two (2) years of working knowledge of composition, grammar, spelling and punctuation.
  4. Two (2) years of experience in taking dictation accurately.
  5. Two (2) years of experience using Microsoft Suites.
  6. One (1) year of experience establishing and developing written instructions and procedures. 

 

Conditions of Employment

  1. Ability to pass background check.
  2. Valid driver's license.
  3. Ability to travel as needed.


All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation to be considered for the position.

Agency Statement

Charged with preserving, protecting, and promoting Illinois’ natural resources, the Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites – and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.

 

Illinois Nature Preserves Commission

The mission of the Illinois Nature Preserves Commission (INPC) is to assist private and public landowners in protecting high quality natural areas and habitats of endangered and threatened species; in perpetuity, through voluntary dedication or registration of such lands into the Illinois Nature Preserves System. The Commission promotes the preservation of these significant lands and provides leadership in their stewardship, management, and protection.

Work Hours:  Mon-Fri 8:30 AM-4:30 PM, 1/2 hr. lunch (Sat/Sun off)  
Work Location: One Natural Resources Way, Springfield, IL 62702-1813  
Agency Contact:
 

Vicky Fowler

Vicki.Fowler@illinois.gov

Phone #:217-785-5387

Job Family:  Clerical and Administrative Support  

 

This position 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 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

 


Nearest Major Market: Springfield