What are the responsibilities and job description for the EXECUTIVE SECRETARY I position at State of Illinois?
Upward Mobility Program (UMP) Title
Agency: Department of Transportation
Position Title: EXEC SECRETARY I - 14031 - Local Roads and Streets
Skill Option: Keyboarding
Bilingual Option: None
Closing Date/Time: 10/16/2024
Salary: Anticipated Starting Salary $4,246 MONTHLY; Full Range $4,246 - $5,701 MONTHLY
Job Type: Salaried
Category: Full Time
County: Madison
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 41902 - IPR#47592
Position Overview
The Illinois Department of Transportation is seeking to hire an Executive Secretary who can independently perform secretarial duties functioning within the framework of organizational policies, as well as a variety of complex clerical and technical functions for bureau staff.
Essential Functions
- As secretary to the Local Roads and Streets Engineer, performs duties including transcribing and keyboarding correspondence and meeting minutes. Performs a variety of advanced word processing functions in accordance with IDOT's correspondence standards, ensures clarity and accuracy of all correspondence, proofreads, and edits for content, grammar, format, and punctuation. Coordinates workflow to and from the Local Roads and Streets Engineer's office ensuring the timely completion of functions, advises Local Roads and Streets Engineer of concerns and notifies staff of changes and or revisions.
- Performs clerical support for the bureau staff.
- Serves as receptionist for the bureau. Receives visitors and directs them appropriately. Maintains favorable relations for supervisor through dealings with public sector and agency staff. Answers incoming calls, screens, and transfers calls, and takes messages. Provides general information to city officials and the public regarding complaint problems and maintenance of highways. Schedules appointments or all bureau staff.
- Arranges travel and hotel reservations for supervisor and filed staff for seminars and meetings. Advises staff of policy and procedural changes regarding internal timekeeping problems and changes in highway policies and practices. Analyzes problems and recommends solutions.
- Gathers statistics and makes recommendations.
- Maintains current files on complaints received from officials, the public, and reports from field engineers.
- 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 of secretarial or business college and one year of secretarial experience or completion of high school and three years of secretarial experience.
- Requires the ability to keyboard accurately at 55 wpm.
- 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
- Prefers working knowledge of agency programs, rules and regulations.
- Prefers thorough knowledge of the principles of office management.
- Prefers thorough knowledge of manual and automated office equipment.
- Prefers thorough knowledge of composition, grammar, spelling, and punctuation.
- Prefers thorough knowledge of arithmetic computations.
- Prefers ability to establish and develop written instructions and procedures.
- Prefers ability to apply human relations skills in interaction with management, representatives of government and private industry and the public.
- Prefers ability to communicate clearly and effectively both orally and in writing.
Conditions of Employment
- This position is considered sedentary work as defined by the US Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.
- The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions.
- Successful completion of a background screening.
About the Agency:
The Illinois Department of Transportation is seeking to hire a Executive Secretary I.
The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.
Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.
The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:
- Monday-Friday work schedule
- Flexible work schedules in several program areas (flexible time, hybrid scheduling).
- Health, Life, Vision, and Dental Insurance
- Pension Plan
- (12) Weeks paid Maternity/Paternity Leave
- Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
- Employees earn (12) paid Sick Days annually.
- New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
- Employees earn (3) paid Personal Days annually.
- (13-14) paid holidays annually (based on start date)
- Tuition Reimbursement
- Employee Assistance Program and/or mental health resources
We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.
Work Hours: 8:00 A.M. - 4:30 P.M. Monday - Friday
Work Location: Collinsville - 1102 Eastport Plaza Dr
Office: Office of Highways Project Implementation/Region 5/District 8/Project Implementation
Agency Contact: DOT.CONTACTHR@ILLINOIS.GOV
Posting Group: Transportation ; Office & Administrative Support
This title is within the Upward Mobility Program. General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. There are three categories of UMP titles: 1) certificate titles which require passing a written proficiency exam; 2) credential titles which require the possession of a specified college degree and/or licensure; and 3) dual titles for which a certificate may be earned by following either the certificate or credential pathway.
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.
Seasonal and temporary workers should use a personal e-mail address when applying for jobs.
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
Salary : $4,246 - $5,701
