EXECUTIVE SECRETARY I (Keyboarding)

Essential Functions

25%
Performs secretarial and administrative duties for the Bureau Chief of Administrative Services. Keyboards correspondence, meeting minutes, confidential materials in regard to staff performance evaluations and memos regarding personnel matters. Performs a variety of advanced word processing functions in accordance with the Illinois Department of Transportation (IDOT) correspondence standards including preparing reports, forms, letters, and bills pertaining to claims or property damage, vehicle accidents/incidents, personal injury, seasonal pain claims and other miscellaneous claims. Ensures clarity and accuracy of all correspondence. Proofreads and edits all correspondence for content, grammar, format and punctuation. Coordinates workflow to and from the bureau chief’s office verifying the timely completion of functions. Advises bureau chief of concerns and notifies staff of changes or revisions.

20%
Consults and advises the bureau chief on departmental methods, procedures and interpretations of departmental policies and programs. From a variety of sources gathers data and provides recommendations to assist the bureau chief in decision making and in the preparation of various special reports, news releases and/or speeches. Conducts follow-up research for the bureau chief regarding program impact and operation and advises of any further actions that may be necessary. Independently conducts various research projects as directed which requires direct knowledge of programmatic issues and policies. Develops recommendations resulting from research and implements recommendations as directed.

20%
Serves as receptionist for the District 9 Office. Welcomes 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 bureau/personnel for resolution. Acts as back-up when needed to open, date, sort and distribute all incoming district mail. Maintains correspondence and documentation files. Distributes information to field personnel.

15%
Performs secretarial support functions for the Bureau of Administrative Services staff, organizing and prioritizing workload independently. Establishes, formats and keyboards a variety of materials such as correspondence, memoranda, charts, reports and legal documents. Sorts all incoming bureau mail. Responsible for scanning documents to maintain electronic copies of personnel files. Manages Accounts Receivable including distributing all incoming checks for rental, sign permit, claims, jury duty, subpoena fees, and other related activities. Maintains a tracking log of all checks.

Essential Functions Continued

10%
Serves as the Office Occupational Trainees (OOT) Lead Worker. Participates in interviews and makes hiring recommendations. Trains, assigns, supervises, evaluates and recommends whether to retain or dismiss OOTs. Coordinates workload with district bureau chiefs and their secretaries to assign OOT assistance to the clerical staff. Works with school OOT coordinates to develop intern training programs. Represents the district at functions held by the OOT organizations.

5%
Arranges travel and hotel reservations for seminars and meetings. Compiles and completes expense vouchers for the Administrative Manager and other bureau staff as needed. Keyboards and verifies accuracy of bureau personnel expense vouchers. Compiles pertinent information for out-of-state travel requests.

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 (2) years secretarial/business college and one (1) year secretarial experience, OR
2. Requires completion of high school and three (3) years secretarial experience.
3. 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

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

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 Bureau Chief of Administration and staff. The ideal candidate, under the direct supervision of the Administrative Manager, will function independently within the framework of organizational policies, exercising initiative and independent judgment on the promulgation and interpretation of the bureaus policies and proqrams.