EXECUTIVE SECRETARY II (UMP) - KEYBOARDING

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• EXECUTIVE SECRETARY II (UMP) - KEYBOARDING

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

Salary

Anticipated Starting Salary: $5,127 Monthly; Full Range: $5,127 - $7,135 Monthly

• Job Type: Salaried
• Category: Full Time
• Number of Vacancies: 1
• Bargaining Unit Code: RC014 Clerical Employees, AFSCME
• Work Hours: 8:00 AM - 4:30 PM Monday - Friday

Anticipated Hybrid Work Schedule Availability

• 1 to 5 Days per week in office, depending on operational needs
• Work Location: 2300 S Dirksen Pkwy, Springfield, Illinois, 62764
• Work County: Sangamon

Work Office

Office of Highways and Intermodal Project Implementation/Bureau of Construction

Agency Contact

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.

Position Overview

The Illinois Department of Transportation is seeking to hire an Executive Secretary II for the Bureau of Construction.

The successful candidate, under general direction of the Engineer of Construction, performs responsible secretarial and administrative duties functioning independently within the framework of organizational policies and exercising initiative and independence on the promulgation and interpretation of the policies and programs.

Performs a variety of complex clerical and technical functions; develops and recommends new and revised policies and procedures; and renders responsible managerial leadership and discretion to initiate and coordinate staff operations required in the implementation of administrative policies and complex support functions. Ensures compliance with departmental safety rules.

Essential Functions

Performs highly responsible and complex secretarial and administrative work in a professional and confidential manner. Responsibilities include office management functions, keyboarding and use of various computer program applications, receiving and distributing correspondence, and completing other tasks associated with the secretarial needs of the Engineer of Construction.

• Serves as communication and screening center for the Engineer of Construction.
• Maintains several large complex systems which include contracts and contact correspondence, subject files, and final inspection reports.
• Accomplishes special projects and administrative functions for the bureau by applying practical and self-knowledge of departmental policies, procedures, and directives.
• Acts as information source for new policies and for the directives to be distributed throughout the Bureau of Construction.
• Keyboards minutes of meetings to which the Engineer of Construction chairs or is associated as the Illinois Department of Transportation (IDOT) Industry Policy Committee.
• Serves as working supervisor.
• Assists other clerical staff with general office work as workload permits to further the objectives of the Bureau of Construction.
• 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 (2) years of secretarial or business college and two (2) years of secretarial experience or completion of high school and four (4) years of secretarial experience.
• Requires ability to keyboard accurately at 55 wpm.
• Qualifying state employees in the Upward Mobility Program shall have the stated requirements of this classification waived by successful completion of specific proficiency tests and training programs.

Preferred Qualifications

• Prefers one (1) year of experience utilizing human relations skills in interaction with management, representatives of government and private industry, and the public.
• Prefers one (1) year of experience utilizing manual and automated office equipment.
• Prefers one (1) year of experience applying the principles of office management.
• Prefers knowledge of composition, grammar, spelling, and punctuation.
• Prefers basic skill in the utilization of Microsoft applications.
• Prefers one (1) year of experience providing instruction, guidance and training to other staff.
• Prefers one (1) year of experience establishing and developing written instructions and procedures.
• Prefers ability to communicate clearly and effectively both orally and in writing.

Conditions of Employment

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

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

• 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.

• This title is within the Upward Mobility Program (UMP)
• . General Program information can be found by clicking on the
• Upward Mobility Program link or for specific title information at

• UMP Titles.
• To utilize upward mobility contractual rights for this position, employees must apply internally and must upload a copy of the UMP grade notice to their application documents prior to submission
• . UMP grades can be uploaded to the Additional Documents OR Grade Documentation section of the application.

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

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:

• Nearest Major Market: Springfield
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