EXECUTIVE SECRETARY I (Keyboarding)

EXECUTIVE SECRETARY I (Keyboarding) Location Hybrid remote in Carbondale, IL :

EXECUTIVE SECRETARY I - KEYBOARDING - UPWARD MOBILITY - IPR#46821

Agency : Department of Transportation Closing Date/Time: 04/03/2024 Salary: $3,954 - $5,482 MONTHLY Job Type: Salaried County: Jackson 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.

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.

Essential Functions

25% 1. As secretary to Program Development performs duties including keyboarding correspondence and meeting minutes.

• Prepares routine and non-routine priority correspondence and memoranda for the entire bureau to central bureaus, contractors, government officials, city/county officials, attorneys, utilities, federal agencies and the public as well as confidential correspondence related to personnel issues.
• Ensures clarity and accuracy of all correspondence, proofreads and edits for content, grammar, format and punctuation.
• Coordinates workflow to and from the Section Chiefs and outside parties ensuring the timely completion of functions.
• Advises Section Chiefs of concerns and notifies staff of changes and or revisions.
• Performs a variety of advanced word processing functions in accordance with IDOT's correspondence standards.
• Enters information into Consultant Evaluation System (CES) for Interim and Final evaluations. Utilizes GIS as needed.
• Maintains the tracking system for Vehicle Mileage. Serves as the DocuWare System for Records Management (Retention Schedule and & Microfilming) Coordinator of Program Development

20% 2. Performs clerical support for all Program Development staff.

• Keyboards staff memos and reports, such as: project, bridge inspection/condition, hydraulic and structure reports; request for mapping surveys; cost estimates; pavement design; utility permits; agreements; and consulting engineer performance evaluations.
• Prepares correspondence concerning various projects to federal agencies, central bureaus, city and county officials, attorneys, contractors, utilities, project stakeholders, governmental agencies and the public.
• Sends out Press Releases and all mailings for Program Development including FedEx.
• Independently composes routine correspondence regarding meetings; signs supervisor's signature as authorized; and serves as a resource for staff.
• Gathers background data and researches various issues to assist the Program Development section heads in decision making.
• Prepares reports as requested regarding section programs and tracks status.
• Monitors status and coordinates completion of projects.
• Prepares Direct Bill/C-13s.
• Prepares FPA (Field Purchase Authority) for invoice payment.

15% 3. Prepares, proofs and enters Special Assistant to the Attorney General (SAAG), county recorder, consultants, Wheatland Title, and miscellaneous invoices into the Financial Operations and Administration (FOA) system for payment.

• Obtains new W-9's from vendors then enters them into FOA.
• Creates new Job and Parcel screens for Land Acquisition Management System (LAMS).
• Makes various entries into LAMS after Job and Parcel screens are created.
• Prepare and processes job authorization and job completion distributions for land acquisition.
• Prepares field purchase authority invoices and approval letters for negotiators and appraisers and all general land acquisition correspondence.

Essential Functions Continued

15% 4. Serves as bureau receptionist; receives all visitors in Program Development; screens callers and visitors determining importance, priority and necessity for response.

• Distributes Program Development mail, independently answers inquiries from departmental personnel, other state/local agencies, the general public, and project stakeholders regarding departmental programs and policies administered by the section.
• Arranges meeting logistics for the section staff including plan reviews, public meetings, virtual meetings, and project coordination meetings.
• Maintains schedules advising of upcoming appointments and to arrange meetings.
• Serves as backup switchboard operator (on a rotation basis).
• Trains employees in the operation of switchboard.

15% 5. Prepares employee attendance and absence reports and submits each pay period.

• Verifies accuracy of timecards for technical staff.
• Prepares and submits travel reports.
• Arranges travel, hotel and conference reservations for Program Development staff.
• Processes and records expense account vouchers and approves lodging invoices for payment.

5% 6. Maintains an organized bureau file system, including correspondence, job files, reports and forms; determines when files are to be dead filed.

• Maintains an up-to-date directory of municipal officials.

5% 7. Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two years secretarial/business college and one-year secretarial experience or completion of high school and three years secretarial experience.
• Ability to keyboard accurately at 55 w.p.m.

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

• Prefer ability to perform duties with a minimum of supervision.
• Prefer extensive knowledge of office procedures and district operations.
• Prefer ability to deal with public, outside agencies and staff in courteous and effective manner.
• Prefer flexibility and good judgement in managing workload.
• Prefer confidentiality due to highly sensitive issues and information.

Conditions of Employment

• Requires the ability to pass a background investigation.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the .
• 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.

Marketing Statement

The Illinois Department of Transportation is seeking to hire a candidate 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.

Work Hours: 8:00 A.M. - 4:30 P.M. Monday - Friday Work Location: 2801 W Murphysboro Rd, Carbondale, Illinois, 62901

Office: Office of Highways Project Implementation/Region 5/District 9/Program Development Agency Contact: [email protected]

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:

• [email protected]
• [email protected]