Executive Secretary I

**Executive Secretary I, Opt. 2 - Upward Mobility - IPR#46974**:
**Agency** : Department of Transportation
**Closing Date/Time**:06/26/2024
**Salary**: Anticipated Starting Salary (Effective 7/1/24) $4,246 Monthly; Full Range $4,246-$5,701 Monthly

**Job Type**: Salaried
**County**: Lee
**Number of Vacancies**: 1
**Plan/BU**: RC014

**Agency Mission Statement**:
The Illinois Department of Transportation is seeking to hire an Executive Secretary I.

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

**Responsibilities**:
30%

1. As secretary to the Administrative Manager, performs duties including keyboarding correspondence and meeting minutes.
- Keyboards confidential materials in regard to staff performance evaluations, disciplinary actions, salary recommendations, and memos regarding personnel matters.
- Performs a variety of advanced word processing functions in accordance with IDOT's correspondence standards, ensures clarity and accuracy of all correspondence, proofreads and edits for content, grammar, format, and punctuation.
- Coordinates workflow to and from the Administrative Services office verifying the timely completion of functions, advises bureau chief of concerns, and notifies staff of changes and/or revisions.

30%

2. Consults and advises the Administrative Manager 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 of Administrative Services in decision-making and in the preparation of various special reports, news releases, and/or speeches.
- Conducts follow-up research for the Administrative Manager 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%

3. Performs support functions for Bureau Chief of Administrative Services' staff.
- Keyboards a variety of materials; establishes formats and keyboards documents such as correspondence, memoranda, charts, reports, and legal documents.
- Organizes and prioritizes workload independently.
- Opens, sorts, and distributes all incoming mail.

**Job Responsibilities (continued)**:
10%

4. Serves as receptionist for the Administrative Manager; receives visitors and directs them appropriately.
- Maintains favorable relations for supervisor through dealings with public sector and agency staff.
- Answers incoming calls, screens, transfers calls, and takes messages.
- Provides general information on departmental regulations and procedures.
- Forwards calls to appropriate section personnel for resolution.
- Receives and distributes the general mail.
- Arranges travel and hotel reservations for seminars and meetings.
- Maintains attendance records.
- Performs relief duties, as needed, at the district switchboard and processes the receiving and distribution of incoming mail and processes outgoing mail.

5%

5. Arranges travel and hotel reservations for Administrative Manager and Bureau staff for seminars and meetings.
- Advises staff of policy and procedural changes; analyzes problems and recommends solutions.
- Maintains correspondence/documentation files.

5%

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

**Minimum Requirements**:

- Requires knowledge, skill and mental development equivalent to completion of