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EXECUTIVE SECRETARY II -OPT 2 - UPWARD MOBILITY -1403202

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:  18920

Agency :  Department of Natural Resources 
Closing Date/Time: 10/07/2022
 
Salary:   $4,164.00 - $5,982.00 per month  
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.

 

Posting Identification Number  12-73-18920

Position Overview

The Executive Secretary II will assist with management of the documentation of the construction of abandoned mined reclamation projects and the employees completing this work.  

Job Responsibilities

1.    Under general direction, serves as personal and confidential secretary to the Division Administrator and other AML personnel:

  • Types memorandums, correspondence, budget documents, personnel actions, reports, issue papers and injury responses.
  • Proofreads to assure that grammar, punctuation, and format are correct.
  • Drafts correspondence to general inquiries .
  • Performs keyboarding and clerical functions to professional staff within the office .
  • Research issues and gathers data and prepares responses to various organizations and citizens.

 

 2.    Performs a variety of administrative functions for the Division:

  • Receives all required documentation from Project Mangers to complete purchase .
  • Prepares budgetary reports for the Division Administrator .
  • Keyboards Procurement documents into the Bidbuy system .
  • Tracks all contracts and changes.

 

3.    Receives, opens, reads and routes all incoming correspondence and forwards to appropriate personnel:

  • Maintains control system on correspondence flow .
  • Establishes due dates on responses and monitors to ensure assignments are met.
  • Maintains supervisor's calendar .
  • Greets and screen visitors .
  • Answers questions and provides information regarding programs within the Division .
  • Makes travel arrangements including room reservations, meeting notices, out-of-state requests, etc.
  • Prepares monthly travel vouchers .
  • Maintains seal as a Notary Public to notarize Reclamation Notices.


4.    Performs Timekeeping duties for the division:

  • Prepares reports of overtime, compensatory time and differential pay .
  • Trains new employees to use timekeeping system .
  • Prepares and maintains schedules of employees .
  • Maintains current records of Department policy and procedures and timekeeping records.

 

5.    Established and maintains master filing system for Reclamation projects:

  • Maintains files in paper copies and Docuware.
  • Establishes and maintains confidential personnel files.

 

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. Ability to keyboard 55 wpm

 

Qualifying state employees in the 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. 

Preferred Qualifications

  1. Two(2) years of working knowledge of agency programs, rules and regulations.
  2. Two(2) years of extensive knowledge of principles of office management.
  3. Two (2) years of extensive knowledge of manual and automated office equipment.
  4. Two (2) years of extensive knowledge of composition, grammar, spelling and punctuation.
  5. Two (2) years of experience in the ability to establish and develop written instructions and procedures.
  6. Two (2) years of experience in the ability to apply human relations skills in interaction with management, representatives of government and private industry and the public.
  7. Two (2) years of experience in the ability to communicate clearly and effectively both orally and in writing.
  8. Two (2) years of working knowledge of computer applications, such as Word, Excel, Access, or other comparable programs.

Conditions of Employment

  1. Ability to pass background check.
  2. Ability to obtain notary license within 3 months of employment.

 

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

 

Office of Mines and Minerals

The Office of Mines and Minerals (OMM) is comprised of four divisions: Land Reclamation, Abandoned Mine Lands Reclamation, Mine Safety and Training, and Blasting, Explosives and Aggregate Reclamation.  Within these divisions, the office:

  • regulates the mining industry throughout the State of Illinois, 
  • regulates the possession, use, and storage of explosives, 
  • and enforces various acts which govern the mining industry.

 

In addition, the office is charged with ensuring the health and safety of the thousands of mine workers through the Mine Safety and Training Division, and through administering the Abandoned Mined Land Reclamation program, provides reclamation ensuring public and environmental safety from abandoned mine sites. 

Work Hours:  Mon-Fri 7:30AM - 4:00 PM, 1 hour lunch  
Work Location: One Natural Resources Way, Springfield, IL 62702-1813  
Agency Contact:
 

Vicky Fowler

Email: Vicky.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