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EXECUTIVE SECRETARY III, OPT 2 - 1403300

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 16, 2022
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  18932

Agency :  Department of Natural Resources 
Closing Date/Time: 09/29/2022
 
Salary:   $4,525 - $6,622 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  12-80-18932

Position Overview

Serves as personal and confidential assistant to the Director of the Office of Law Enforcement (OLE).  Performs a variety of staff functions of a highly sensitive and confidential nature relative to the administration of the OLE; composes letters for the Director's office; types correspondence, maintains files, makes travel arrangements, makes independent decisions within defined limits requiring knowledge of department rules and regulations, serves as liaison between management staff and the Director of OLE on assigned matters.

Job Responsibilities

1.    Subject to management approval of the Office Director, performs a variety of staff functions of a highly sensitive and confidential natures relative to the administration of the Office of Law Enforcement:

  • Serves as a personal and confidential secretary to the Director of the Office of Law Enforcement preparing correspondence and reports, frequently of high confidential natures, i.e. preparation of personnel policies.
  • Prepares and organizes all documents related to discipline hearings, 1st and 2nd level grievances, complaints on law enforcement officers.
  • Signs the supervisors signature to correspondence and other materials as authorized.
  • Informs supervisor of any sensitive issues that develop in the course of daily operations which may require immediate attention.
  • Prepares and types reports on meetings, organizational structure changes, personnel evaluations and other materials.
  • Researches information for letters, memos, and reports.
  • Maintains files and assure security of same.


2.    Assigns and tracks work assignments sent to subordinates under the Office Director:

  • Assures proper and timely completion of work, advising the Office Director of significant problems.
  • Assigns numbers, maintains files and organizes a computer program on the Office of Law Enforcements order system.

 

3.    Greets, answers, and screens the Office Director's calls and visitors:

  • Receives official state and federal representation and elected officials.
  • Answers inquiries when possible or refers caller to appropriate departmental personnel or outside source.
  • Schedules meetings for supervisor.
  • Drafts agency for management staff meetings and compiles materials necessary for discussion topics.
  • Coordinates travel arrangements for supervisor and prepares necessary related documents.

 

4.    Serves as liaison between management staff and supervisor on assigned matters:

  • Attends meetings to keep informed of proposed changes in current policies and advisees and instructs staff on changes in procedures affecting preparation of correspondence, forms and reports.


5.    Maintains accurate, current and continuous record of Department and Law Enforcement Policies and Procedures Manuals:

  • Maintains complex filing system.
  • Compiles and researches information for reports and statement requiring the Director's signature.
  • Compiles information and ensures completion of the Office of Law Enforcement's annual report.
  • Records and transcribes minutes of meetings to include those of highly sensitive and confidential nature i.e.; investigatory interviews, pre-disciplinary and labor relation meeting.
     

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

 

Minimum Requirements

  1. Requires knowledge, skill and mental development equivalent to completion of two years of secretarial or business college and three years of secretarial experience or completion of high school and five years of secretarial experience.
  2. Requires ability to keyboard 55 wpm.

Preferred Qualifications

  1. Two (2) years of working knowledge of personnel and labor relations policies and practices.
  2. Three (3) years of knowledge of the principles of office management.
  3. Three (3) years of knowledge of composition, grammar, spelling and punctuation.
  4. Two (2) years of experience in taking dictation accurately.
  5. Two (2) years of experience in the ability to instruct, guide and train others.
  6. Three (3) years of experience in the ability to establish and develop written instructions and procedures.
  7. Three (3) years of experience in the ability to apply human relations skills in interaction with management, officials of government and private industry and the public.
  8. Three (3) years of experience in the ability to communicate clearly and effectively both orally and in writing.

 

Employment Conditions

  1. Requires ability to pass background check.

 

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.

 

The Office of Law Enforcement (OLE) supports the Department's programs designed to protect Illinois' natural and recreational resources through enforcement of those portions of the Illinois Compiled Statutes enacted for that purpose. Conservation Police Officers are vested with full state-wide police authority and are trained to the highest standards for law enforcement professionals in Illinois.  

 

In addition to these enforcement responsibilities, Conservation Police Officers serve as an important link between the Department and its various constituencies (civic groups, sportsmen's groups, sport shows, etc.). These officers are called upon to assist outside agencies in emergency situations or rescue operations. They participate in the instruction of conservation related statutes to outside agencies, law enforcement organizations, or educational institutions upon request.

 

Work Hours:  Mon.-Fri. 8:30 AM - 5:00 PM, 1 hr. lunch (Sat/Sun off)  
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