Secretary II

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

Job Title:       Secretary II
Division:        Workforce Services & Support
Union:            SEIU
Location:       501 S 2nd St, Springfield, IL. - Sangamon County
Salary:           Range $4,593 to $7,912 monthly – commensurate with experience
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 written, keyboarding assessment and a 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 complex secretarial and administrative work for the Division Manager; 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 background data on  prospective new hires;  serves as secretary to the Division Manager by preparing reports, typing memorandums, editing and typing complex and confidential correspondence for the Managers signature; 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 Division Manager by independently performing complex secretarial work including typing memorandums, editing and typing complex and confidential correspondence for the Manager signature; receives and screens incoming calls and/or visitors for the Manager, answers general public inquiries regarding the policies and operations of the Division; schedules and cancels appointments, if necessary; types memoranda, correspondence and other materials for professional staff.
  • Opens, dates 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 general public.
  • Maintains office supplies and printed information materials in the main reception area for the Department of Personnel including printed class specifications, forms, employment applications, 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 background data on prospective new hires.
  • Processes requests for new and/or replacement I.D using the Velocity software application.
  • 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 two years responsible clerical experience.

Knowledge, Skills and Abilities:
  • Requires thorough knowledge of business English, secretarial procedures and practices and principles of office management.
  • Requires extensive knowledge of care and operation of a typewriter.
  • Requires extensive knowledge of the functions, procedures, organization and governing laws and regulations of the departments concerned.
  • Requires working knowledge of the programs and functions of various state agencies.
  • Requires ability to exercise good judgment in carrying out and interpreting existing laws, rules and regulations and to apply departmental policies to daily work problems.
  • Requires ability to exercise courtesy, tact and diplomacy in receiving callers, in dispensing and obtaining information.
  • Requires ability to work independently and efficiently.
  • Requires ability to compose a variety of memoranda or letters without instructions and review.
  • Requires ability to maintain continuous satisfactory relationships with employees and the public.
  • Requires the ability to lift and carry up to 10 lbs.
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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