Secretary I

Springfield, IL
Full Time
Personnel
Mid Level
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Secretary I
Division:     Employment Services
Union:         SEIU
Location:     Springfield, IL – Sangamon County

Salary:         $3,451.00 to $5,159.00 monthly
          
Overview: 
Performs complex secretarial work for the manager of the division; serves as front desk receptionist for the Division; receives and responds to routine inquiries from walk-in and phone applicants and individuals concerning a variety of programs offered by the Department of Personnel; distributes incoming correspondence;  assists in gathering data on  prospective new hires;  serves as secretary to the Division Manager by  assisting in the public regarding policies within the Division and preparing confidential correspondence for the Managers signature as well as schedule meeting and typing documents that pertain to;  assists professional staff with typing memorandums and documents as needed; makes sure all supplies needed for the division are ordered and available at front desk.

Duties and Responsibilities:
  • Receives and responds to routine inquiries from walk-in and phone applicants and individuals concerning a variety of programs offered by the Department of Personnel, including times/dates for testing and scheduling appointments for employment interviews with the Office, routes individuals to proper Divisions for handling of technical questions. Accepts bids from employees for positions posted for bid; issues bid receipts; explains bid procedures; maintains bid files for further processing.
  • Serves as secretary to the Deputy Director and division manager by independently performing complex secretarial work; receives and screens incoming calls and/or visitors for the division, answers general public inquiries regarding the policies and operations of the Division; prepares confidential correspondence for Managers signature; schedules and cancels appointments, if necessary; types memoranda, correspondence, and other materials for professional staff.
  • Opens, date stamps and distributes incoming mail and materials; coordinates routing of pony bags between the Springfield and Chicago Office; mails employment applications, forms, informational materials, etc. to employees and to the public.
  • Maintains office supplies and informational printed materials in the main reception area for the Department of Personnel including printed class specifications, forms, etc.; assists applicants and employees in the operation of the reception area personal computer to obtain information on Office of the Secretary of State employment opportunities.
  • Assists professional staff in gathering data on prospective new hires; reviews paperwork and correspondence to ensure accuracy for employment packets and documents.
  • Processes requests for new and/or replacement I.D using associated software applications.
  • Performs other duties as required or assigned.
Specific Skills:
  • 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 public, and to deal with public relations problems courteously and tactfully.
Education and Work Experience:

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

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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