EXECUTIVE SECRETARY I (UMP)

Position Overview:

The Illinois Department of Juvenile Justice is looking for a candidate to serve as an Executive Secretary I to work at IYC St. Charles/PEACE Center, reporting to the Assistant Superintendent of Operations and the Assistant Superintendent of Programs. The ideal candidate is self-motivated, task oriented, utilizes excellent organizational skills, shows great attention to detail, and has great interpersonal skills. This position serves as a confidential assistant to the Assistant Superintendent of Operations and Assistant Superintendent of Programs and performs highly confidential, sensitive administrative tasks within the agency. Time management is essential in this position and the ideal candidate will be able to process information and materials in a timely manner. We are looking for an energetic candidate looking to be an integral part of the Administrative Team, working with both administrative staff at the institution level as well as executive staff within the Illinois Department of Juvenile Justice. The Illinois Department of Juvenile Justice encourages all qualified applicants to apply!

Essential Functions:

• As an administrative secretary, conducts special projects and studies by gathering data, coordinating, monitoring and completing assigned projects.
• Serves as secretary.
• Types various correspondence of a highly confidential nature.
• Maintains accurate files of D.R.'s, A.D.'s, ID's advising Assistant Superintendents of changes.
• Prepares documents notifying appropriate staff of department head meetings and of scheduled meetings for committees in which the Assistant Superintendents are chairpersons.
• Functions as a receptionist.
• Plans and orders office supplies.
• Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Minimum Qualifications:

• 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.
• 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.

Preferred Qualifications (In Order of Significance):

• Prefers working knowledge of agency programs, rules and regulations.
• Prefers working knowledge of bookkeeping and budgetary principles and practices.
• Prefers working knowledge of personnel and labor relations policies and practices.
• Prefers working knowledge of statistical analysis.
• Prefers extensive knowledge of principles of office management.
• Prefers extensive knowledge of manual and automated office equipment.
• Prefers extensive knowledge of arithmetic computations.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers extensive knowledge of computer program applications.

Conditions of Employment:

• Requires the ability to pass an IDOC/IDJJ background check.
• Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of position held, is prohibited.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency:

The mission of the Illinois Department of Juvenile Justice (IDJJ) is to build youth skills and strengthen families by promoting community safety and positive youth outcomes. Over 900 staff members from across various departments—security, programming, education, mental health, and more—collaborate with the understanding that youth are physically, emotionally, and cognitively different from adults. The department provides extensive services to young people through a developmental, treatment-focused model of care that builds youth resiliency, engages families, and promotes community safety at the five youth facilities it operates across the state. IDJJ serves and houses approximately 150 youth and is responsible for approximately 500 youth on Aftercare in various Illinois’ communities.