EXECUTIVE SECRETARY III

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to serve as confidential secretary performing administrative secretarial work. Responsible for multiple special projects and administrative work which may evolve over time as assigned by the Deputy Director. Conducts special projects and studies gathering data and completing assigned projects. Writes and edits a variety of correspondence for the Deputy Director, including, contractual and grant documentation as well as OPR contributions to documents such as strategic plans and annual reports. Coordinates planning to support OPR for the annual Public Health Preparedness summit and other events. Develops power point presentations, talking points, meeting agendas, and takes meeting minutes to assist Deputy Director. This position will also be assigned roles in future special projects that may arise.

Job Responsibilities

• Conducts special projects and studies by gathering data, coordinating, monitoring, and completing assigned projects.
• Performs administrative screening of all mail for the Office of Preparedness & Response.
• Prepares and keyboards legal documents, contracts, plans for changes in organizational structure, program policy or procedural recommendations, management reports, and outgoing correspondence for the Deputy Director and staff.
• Manages Deputy Director's electronic mail correspondence and electronic calendar maintaining schedule of appointments for the Deputy Director.
• Attends and participates in Office of Preparedness & Response meetings.
• Coordinates activities for office-wide projects with all secretarial and clerical staff in the Office of Preparedness and Response.
• Serves as backup for timekeeping system.
• Maintains adequate supplies for the office.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two years secretarial or business college and three years of secretarial experience; or completion of high school and five years secretarial experience.
• Requires ability to keyboard accurately at 55 words per minute.