EXECUTIVE SECRETARY I (keyboarding)

Essential Functions

25%
As secretary to the Materials Engineer, performs duties including keyboarding correspondence, memos, meeting minutes and confidential materials. Prepares routine and non-routine priority correspondence and memoranda for the section to the FHWA, central bureaus, city and county officials, contractors, governmental agencies and the public concerning Materials activities or requests for inspections. Keyboards confidential materials regarding staff performance evaluations, disciplinary actions, salary recommendations, and memos regarding personnel matters. Performs a variety of advanced word processing functions in accordance with IDOTs correspondence standards, ensures clarity and accuracy of all correspondence, proofreads and edits for content, grammar, format and punctuation.

20%
Consults and advises the Materials Engineer on departmental methods, procedures and interpretations of departmental policies and programs. From a variety of sources gathers data and provides recommendations to assist the Section Chief in decision making and in the preparation of various special reports. Conducts follow-up research for the Materials Engineer regarding program impact and operation and advises of any further actions that may be necessary. Executes and distributes regular assignment and datatrieve reports from the MISTIC, CMMS systems and maintains file security.

20%
Performs support functions for Materials staff, organizing and prioritizing workload independently. Establishes, formats, and keyboards documents such as correspondence, memoranda, special provisions, charts, summary quantities, agreements with consultants, reports, and legal documents which include specialized geological terminology and test data. Opens, dates, sorts, and distributes all incoming mail prepares all outgoing mail. Keyboards requests for requisitions and order and delivery forms for supplies and equipment. Gathers, keyboards, prints and assembles information for annual reports, special studies and manuals generated by the section.

10%
Serves as section timekeeper and travel coordinator for the Materials Section. Maintains attendance records for section personnel. Prepares and submits employee absence reports each pay period. Maintains out-of-district travel records- Arranges travel and hotel reservations for seminars and meetings. Checks and keyboards travel invoices. Collects, checks, and submits gas tickets for approximately 20 vehicles on a weekly schedule for the MMIS liaison.

Essential Functions Continued

10%
Serves as receptionist for the Materials Section. Receives visitors and directs them appropriately. Answers incoming calls, screens and transfers calls, and takes messages. Provides general information on departmental regulations and procedures. Forwards calls to appropriate section personnel for resolution. Maintains Material Engineers appointment calendar and advises him/her of upcoming meetings and appointments. Serves as relief switchboard operator and district receptionist.

10%
Maintains the Materials Section directory and files. Maintains listing of all Materials Section staff members’ address and contact information. Maintains the Materials section files, including correspondence, reports, manuals, and forms.

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

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to the completion of two years secretarial/business college and one-year secretarial experience, or completion of high school and three years secretarial experience.
2. Requires the ability to keyboard accurately at 55 words per minute.

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

1. Prefer knowledge of word processing software (Microsoft Word, Excel, Access, PowerPoint and Outlook) and IBM Mainframe Emulation.
2. Prefer working knowledge of office practices, procedures, business English and spelling.
3. Prefer ability to maintain clerical records and prepare reports for such records.
4. Prefer ability to follow oral and written instructions.

Conditions of Employment

1. Successful completion of a background investigation.
2. Requires the ability to work occasional overtime.
3. Requires ability to sit for long periods of time.

Marketing Statement

The Illinois Department of Transportation seeks to hire an Executive Secretary I to perform responsible secretarial and administrative duties in support of the Materials Engineer and staff. The ideal candidate will function independently within the framework of organizational policies, exercising initiative and independent judgment on the promulgation and interpretation of the bureaus policies and programs.