EXECUTIVE SECRETARY III Opt 2- 1403300

Position Overview

The ISP Office of the Director Executive Secretary III is responsible for performing secretarial and highly confidential functions for the First Deputy Director, Chief of Staff, and General Office. We are looking for a hard-working and self-motivated Executive Secretary III who is interested in joining a very busy Office of the Director’s team. We encourage all qualified applicants to apply!

Job Responsibilities

1.Performs secretarial functions for the First Deputy Director, Chief of Staff and General Office.
•Maintains tickler system
•Manages calendars
•Schedules meetings
•Coordinates agenda
•Makes travel reservations
•Office Timekeeper

2.Serves as receptionist for the Office of the Director.
•Receives and greets visitors
•Provides visitors with needed information and assistance
•Receives and forwards incoming calls.
•Receives and distributes Director’s Office mail
•Assures deposit of outgoing mail.

3.Develops and maintains highly confidential and sensitive automated policy files and reports.
•Composes replies to routine correspondence and inquiries
•Prepares and keyboards a variety of complex, sensitive and highly confidential documents, which include reports on internal audits, employee performance reviews, collective bargaining issues, administrative orders and reports in support of the Office of the Director’s programs and policies.

(Job Responsibilities continued)

4.Performs confidential and administrative functions.
•Serves as a liaison with agency management, other state agencies, and the general public.
•Provides information and interpretations of programs and policies, procedures and proper submission of documents.
•Assists the Chief of Staff in coordinating workflow to and from division managers.

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

Minimum Qualifications

1.Knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and three (3) years of secretarial experience, or completion of high school and five (5) years of secretarial experience.

2.Ability to keyboard accurately at 80 wpm.

Preferred Qualifications

1. One (1) year of experience with Microsoft programs including Outlook, Word, Excel, PowerPoint
2. Thorough knowledge of composition, grammar, spelling and punctuation.
3. Ability to apply human relation skills in interaction with management, offices of government and private industry, and the public.

Conditions of Employment

1. Pass the Illinois State Police Background Investigation.
2. Pass the Illinois State Police Drug Screening.