Secretary I

Villa Park, IL
Full Time
Police
Mid Level
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:       Secretary I
Division:        Operations
Union:            SEIU
Location:       103 W Roosevelt Rd, Villa Park, IL - DuPage County
Salary:           Range $3,748 to $5,543 monthly
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Please Note:

To be considered for this vacancy you MUST establish eligibility by taking and passing a keyboard typing assessment and a written, multiple-choice examination administered at an ILSOS, Department of Personnel Testing location.  Please reach out to the location where you would like to test to make an appointment.
Chicago (312-793-5515)                Springfield (217-782-4783)
  • Appointments may be made for the following sessions:
Multiple-Choice Tested Titles with Keyboarding Assessment:
  • Wednesday   1:00 PM
  • Walk-in candidates may be accepted at the discretion of the testing center, if space is available; scheduled applicants will receive priority when testing.  Unscheduled applicants (walk-ins) must have completed an online application prior to arrival or may complete an online application, in a Department of Personnel office, prior to the beginning of the testing session; allow at least 20 minutes.
  • Questions related to job postings or applying and testing for positions can be answered by contacting the Department of Personnel or by e-mail at
  • Additional information regarding job titles, minimum qualifications, hiring procedures or Community Testing opportunities is available at:

Overview:

Performs work requiring a familiarity with operating a personal computer to prepare a variety of correspondence; types travel voucher; records daily attendance for District 1 personnel; utilizes the S.O.S. computer system to open, close and update case files; utilizes L.E.A.D.S. (Law Enforcement Agency Data System) to obtain case information;  performs on-line data entry and inquiries to update files and obtain information; performs routine clerical tasks including general receptionist duties and distribution of mail; maintains confidential files; responsible for issuing Temporary Registration Permits (TRP’s) that have been authorized by sworn personnel. 

Duties and Responsibilities:
  • Receives instructions or penciled drafts from the supervisor and types routine memorandums, letters, forms and/or reports utilizing a personal computer; prepares in-state/out-of-state travel requests and types travel vouchers; prepares supply requisitions and purchase request for equipment and office supplies for regional use to the proper department division; utilizes other standard office machinery such as an adding/copy/fax machine in order to assist with other division staff members with duties whenever necessary.
  • Independently records daily attendance for District 1 personnel onto a roster sheet; receives “Request For Leave” slips from supervisors and verifies for accuracy against yearly attendance sheets and forwards these records on a daily basis to the Command Center for processing; receives, calculates, records and submits overtime records to the Command Center for processing; maintains an Excel calendar spreadsheet for sworn personnel for the purpose of tracking overtime in excess of 180 days and submits a monthly 180 Day Overtime Payment report to the Command Center; maintains an in-house computerized program on scheduling information such as court dates and vacation, sick and Personal Leave for the purpose of management tracking.
  • Utilizes the Secretary of State in-house computer and case management system to open and close case files by entering appropriate data including activity code, synopsis and case information; pulls and prints case history including title, driving record, criminal record, and attaches documents to case file and gives to supervisor; verifies signature for closure, separates forms and forwards to appropriate department for further processing; enters citations, written warnings and receipts received from District 1 sworn personnel; researches various information on computer system, including driver’s license, vehicle and registration for use in case file and/or to respond to requests from in-house personnel and other law enforcement agencies; retrieves “pick-up” notices, Soundex files, and performs on-line entries to updated files for written warnings and citations issued by sworn personnel.
  • Performs general office receptionist duties; answers telephone, greets visitors; directs telephone callers to the proper parties; receives and relays telephone messages from District 1 personnel; receives, opens, stamps and determines proper distribution of incoming mail to employees within District 1;  assembles closed case reports for filing and sorts case reports according to established distribution copies to accompany case reports; maintains District 1 case report files and case report copies; prepares envelopes with complaint form for mailing; maintains confidential files that consist of district attendance, overtime records, investigative case reports, letters, memorandums, reports, etc.
  • Serves as liaison between the district and other department division personnel, such as L.E.A.D.S. (Law Enforcement Agency Data System) Agency Coordinator by maintaining the integrity of the L.E.A.D.S. system; performs system upgrades, maintaining mandatory record files and obtaining case information requested by S.O.S. Police, such as criminal and title history and driving records, to determine if information found is correct as to individual and location; interprets information and checks if individual is “wanted” and for other pertinent information; required to be present for L.E.A.D.S. audits;  performs duties as the Petty Cash custodian by maintaining funds, records and files; prepares and submits vouchers for reimbursement of funds and monthly audit report to the department’s fiscal officer. 
  • Receives request from sworn personnel to issue Temporary Registration Permits (TRP’s) that pertain to District 1 investigative cases regarding consumer complaints, such as not receiving valid registrations due to dealer misconduct or theft; enters TRP card number, name, address, county code, driver’s license number, year/make modes, type of plate, VIN and fee amount into the S.O.S. on-line TRP issuing system; prints out receipt of information entered and gives original to consumer, make copy for investigative case file and TRP tracking file; responsible for ordering TRP cards from Dealer Services on all license plate categories issued to District 1 investigative cases.
  • Performs other duties as required or assigned.
Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years high school, with courses in typing and general office procedures and one year clerical experience.

Knowledge, Skills and Abilities:
  • Requires thorough knowledge of business English.
  • Requires extensive knowledge of office methods, policies and procedures.
  • Requires extensive knowledge of care and operation of a typewriter.
  • Requires ability to compose tactful and intelligent correspondence.
  • Requires ability to prepare and maintain complex records and reports.
  • Requires ability to supervise a clerical staff, including the assignment and review of work.
  • Requires the ability to work independently in meeting the public and answering questions relating to the organization’s operation.
  • Requires ability to maintain satisfactory working relationships with other employees and the general public, and to deal with public relations problems courteously and tactfully.
  • Requires the ability to lift and carry up to and including 0 – 10 pounds.
Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
  • Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
  • Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
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