Position Title : Executive Secretary 1 opt. 2 (Typing) (Upward Mobility)

Closing Date / Time : 11 : 59 pm, 06 / 04 / 2024

Salary : Anticipated Starting Salary (Effective 7 / 1 / 24) $4,412 a month; Full Range $4,412 - $5,951 a month.

Job Type : Salaried

County : Montgomery

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.

While not required, a Resume / Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application.

Failure to upload requested transcripts, license and / or proof of certification when specified may result in ineligibility.

Please note that the Department of Corrections must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

Posting Identification Number 37902

Position Overview

The Executive Secretary I position is an integral part of the facility administrative team. We are looking for an energetic, self-motivated administrative secretary who will assist with conducting special projects, gathering data for reports, confer with other government office representatives and the general public concerning rules, regulations and procedures.

We encourage all qualified candidates to apply.

Job Responsibilities

• As an administrative secretary, conducts special projects and studies by gathering data, coordinating, monitoring, and completing assigned projects.
• As secretary, prepares and keyboards highly confidential correspondence, minutes of staff meetings and other meetings.
• Maintains accurate files of D.R.'s, A.D.'s, I.D.'s advising Assistant Warden of changes.
• Prepares documents notifying appropriate staff of department head meetings and of scheduled meetings for committees in which the Assistant Wardens are chairpersons.
• Functions as a receptionist.
• Arranges travel for personnel.
• Plans and orders office supplies.
• Serves as backup Major's Secretary.
• 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 one (1) year secretarial experience OR completion of high school and three (3) years of secretarial experience.
• Requires ability to keyboard 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

• Prefers at least one (1) year of experience of performing office secretarial duties / responsibilities.
• Prefers at least one (1) year of experience of utilizing Microsoft Office Tools.
• Prefers at least one (1) year of experience interpreting data in preparing reports.
• Prefers at least one (1) year experience in preparing agendas, scheduling meetings and taking notes.
• Prefers at least one (1) year of experience in preparing correspondences to staff, individuals in custody and the public.
• Prefers at least one (1) year of experience of answering telephone calls and resolving situations.
• Prefers at least one (1) year of experience in a correctional setting.

Conditions of Employment

• Requires ability to pass the IDOC / IDJJ background check.
• Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of the position held, is prohibited.
• Applicants are required to abide by all vaccine and / or other medical standards as set out by the employer.

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity, and inclusion.

This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency’s success.

IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in behavior of individuals in custody, operating successful reentry programs, and reducing victimization.

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation;

state holidays and other benefit time off; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.

Work Hours : 8 : 00 a.m. - 4 : 00 p.m. Monday - Friday; Sat / Sun off

Work Location : Graham Correctional Center, 12078 Illinois Route 185, Hillsboro, Illinois, 62049

Agency Contact : Brandy O'Malley, HRR

Brandy O'Malley, HRR

Email : Brandy.OMalley@illinois.gov

Posting Group : Public Safety; 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.

This position DOES NOT contain Specialized Skills (as that term is used in CBAs).

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.

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

Last updated : 2024-05-21