EXECUTIVE SECRETARY II UMP (TYPING) - IPR#47008

Agency : Department of Transportation Closing Date/Time: 02/02/2024 Salary: $4,439 - $6,377 Monthly Job Type: Salaried Full Time County: Sangamon 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.
Agency Mission Statement The Illinois Department of Transportation is seeking to hire an Executive Secretary II, Option 2.
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 and hybrid work schedules are available in many program areas.
Health, Life, Vision, and Dental Insurance Pension Plan (10) 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.
Job Responsibilities 20% 1.
Performs secretarial duties for the bureau chief.
• Keyboards correspondence received from the Engineer of Local Roads and Streets.
• Keyboards letters, memos, and reports.
• Attends and participates in various staff meetings and reviews minutes for accuracy and compliance with recommended action.
• Prepares reports of occurrences during meetings and follows-up with initiating any necessary actions on behalf of the Engineer of Local Roads and Streets.
20% 2.
Consults and advises the Engineer of Local Roads and Streets on departmental methods, procedures, and interpretations of departmental policies and programs.
• From a variety of sources gathers data and provides recommendations to assist the Engineer of Local Roads and Streets in decision making and in the preparation of various special reports, news releases, and/or speeches.
• Conducts follow-up research for the Engineer of Local Roads and Streets regarding program impact and operation and advises of any further actions that may be necessary, including those of a confidential or sensitive nature.
• Independently conducts various research projects as directed which require knowledge of programmatic issues and policies.
• Develops recommendations resulting from research and implements recommendations as directed.
20% 3.
Receives visiting officials, representatives, and departmental heads as required.
• Screens callers for importance, priority, necessity, and answers questions relative to departmental programs that do not require personal attention.
• Maintains effective liaison with the public and governmental officials regarding the Engineer of Local Roads and Streets' position on issues, often sensitive and controversial in nature.
20% 4.
Reads and distributes incoming correspondence for the Engineer of Local Roads and Streets.
• Routes routine correspondence to the respective staff, maintains correspondence control, and establishes completion dates.
• Reviews correspondence (letters, memoranda, statistical data, graphs, etc.
) prepared for the Engineer of Local Roads and Streets for compliance with departmental policies, rules, and regulations.
• As authorized, uses discretion in signing correspondence, reports, requisitions, etc.
, on behalf of the Engineer of Local Roads and Streets.
• Sets standards and defines Bureau of Local Roads and Streets policies and procedures regarding outgoing correspondence, reports, and typed materials.
(Job Responsibilities continued) 10% 5.
Records all appointments and correspondence for the Engineer of Local Roads and Streets, reminding of upcoming appointments and meetings and ensuring the necessary correspondence, reports, and materials for the meeting are available.
• Maintains appointment books and makes reservations for the Engineer of Local Roads and Streets.
• Arranges meetings and conferences .
• In the absence of the Engineer of Local Roads and Streets (BLRS), keeps desk in an orderly manner, making certain action is taken on any correspondence which demands attention prior to return.
• Places priorities for calls and mail to be brought to the Engineer of Local Roads and Streets' attention and maintains an orderly reference file for correspondence retrieval.
5% 6.
Reviews file indexing of office records verifying accurate filing.
• Maintains selected BLRS files pertaining to correspondence status, bulletins, and forms as well as the Engineer of Local Roads and Streets' administrative/confidential files.
5% 7.
Performs other duties as required or assigned which are reasonably within the scope of duties listed above.
Knowledge, Skills, and Abilities Minimum Qualifications 1.
Knowledge, skill, and mental development equivalent to completion of two years secretarial or business college and two years secretarial experience or completion of high school and four years secretarial experience.
2.
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 1.
Prefer thorough knowledge of the principles of office management.
2.
Prefer ability to maintain satisfactory working relationships with other employees.
3.
Prefer ability to deal with public relation problems courteously and tactfully.
Conditions of Employment 1.
Successful completion of a background investigation.
2.
The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
3.
This position is considered sedentary work as defined by the U.
S.
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.
Position Marketing Statement The Illinois Department of Transportation is seeking to hire an Executive Secretary 11, Option 2 position.
Under general direction of the Bureau Chief of Local Roads and Streets, this position performs responsible secretarial and administrative duties functioning independently within the framework of organizational policies and exercising initiative and independent judgment on the promulgation and interpretation of the Bureau Chief of Local Roads and Street's policies and programs.
Performs a variety of complex clerical and technical functions and develops and recommends new and revised policies and procedures.
Work Hours: 8:00 AM-4:30 PM Monday-Friday Work Location: 2300 S Dirksen Pkwy Springfield, IL 62764-0001 Work Office: Office of Highways Project Implementation, Bureau of Local Roads & Streets Agency Contact: DOT.
CONTACTHR@ILLINOIS.
GOV Job Family: Transportation; Office & Administrative Support 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 Qualifying state employees in the Upward Mobility Program should follow the Upward Mobility Policy Guidelines when applying for this title: Upward Mobility Program UMP Program Titles and Information 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