Illinois Secretary of State

Executive III

Physical Services - Springfield, IL - Full Time

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:       Executive III
Division:        Automotive Maintenance & Service
Union:            N/A
Location:       2701 S Dirksen Pkwy, Springfield, IL - Sangamon County
Salary:           Range $5,909 to $11,209 monthly – commensurate with experience
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Attention: This position requires EPA certification to manage Underground Storage Tank (UST) systems as a Class A/B Operator.  This training/certification is not required to be considered but MUST be earned prior to starting in the position.  If necessary, training will be provided to the candidate selected by the Office of the Secretary of State.

Overview:
Supervises, plans, organizes, directs, and evaluates staff; performs administrative work in the execution of policies and procedures affecting the Department including, processing all Secretary of State credit card holder transactions requiring a high degree of discretion; maintains an accurate listing of all holders and card numbers and relates any abuse of credit cards immediately to the Deputy Director of Physical Services; develops, recommends and initiates improved methods of productivity and office morale.  Performs confidential duties including employee and labor relations matters.

Duties and Responsibilities:
  • Supervises, plans, organizes, directs and evaluates a moderate-sized statewide program relative to the administration of applicable portions of various laws, rules and regulations under the jurisdiction of the Office of the Secretary of State; reviews existing operational and management procedures; makes recommendations on methods of improving the procedures and determines methods of incorporating approved revisions into the operational flow of the department, thus improving services.
  • Oversees daily operations of the Motor Pool; receives and investigates complaints from the general public and other Secretary of State employees directed to the Automobile Administration and Maintenance Department; contacts the appropriate personnel ensuring the swift alleviation to the problem; answers inquiries involving the interpretation and explanation of divisional/departmental policies, procedures and programs; stays apprised of any problems or concerns in the department; prepares monthly reports on production and activity flow; performs employee and labor relation matters by recommending disciplinary action on support staff members if needed and by implementing procedures to staff as required; maintains confidential files for the department.
  • Holds titles for all Secretary of State Vehicles except for the Department of Police, receives all U plates and special plates, and processes vehicles from initial purchase, assignment, trade-ins, junk or salvage; processes all state approved credit cards for the Secretary of State employees; advises the Deputy Director of Physical Services of any abuse of the credit cards, maintains an accurate listing of holders and the activity of the cards, submits in report form to the Deputy Director of Physical Services;  receives all invoices on the expenses accrued with state issued vehicles; corresponds daily with the department of Physical Services Accountants relating any problem or concerns with vouchers;  responsible for completing an annual Alternative Fuel Report;  maintains and updates the vehicle master monthly control list through direct entry on the computer for all vehicles; determines improved methods of easy retrieval of information; manages all paperwork for vehicle accidents, which are entered for C.M.S.; manages all vehicle maintenance scheduling;  maintains all vehicle scheduling for employees while insuring correct paperwork has been provided.
  • Performs general accounting duties including maintaining ledgers and reconciles books, prepares and codes CMS and major oil company vouchers; verifying and maintaining the records of the transactions with the vehicle coordinators; manages gasoline inventory and orders as needed; contacts the outside vendors should a problem arise with services received; immediately consults the Deputy Director of Physical Services if such problems cannot be resolved verbally;  audits all tickets and listings of CMS and State Garage bills received, with those returned by departments ensuring validity and cross referencing the bills to maintain accuracy; ensures the proper storage and retrieval of such information; downloads WEX Invoices to import into Auto Maintenance Program.
  • Maintains the attendance records for all employees in the department, which includes the upkeep of daily attendance sheets and employee year-at-a-glance personnel sheets ensuring that the attendance system and the individuals’ time corresponds, making needed corrections and ensuring that the employees receive monthly attendance cards.
  • Attend seminars, meetings and conferences as required by the Department to develop new procedures and policies to improve productivity or communication within the section.
  • Performs other duties as required or assigned.
Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in business or public administration and three years of managerial experience in a public or business organization.

Knowledge, Skills and Abilities:
  • Requires thorough knowledge of the principles and practices of public and business administration.
  • Requires extensive knowledge of functions and organization of State Government.
  • Requires working knowledge of the principles of business accounting, program budgeting, personnel management and statistics.
  • Requires elementary knowledge of data processing business applications.
  • Requires ability to develop and manage a statewide program.
  • Requires ability to analyze administrative problems and adopt an effective course of action.
  • Requires ability to develop, install and evaluate new and revised methods, procedures and performance standards.
  • Requires ability to exercise judgment and discretion in implementing and interpreting departmental policies and procedures.
  • Requires ability to estimate and budget for future needs and cost for personnel, space, equipment, supplies and services.
  • Requires ability to develop and maintain cooperative managerial working relationships.
  • Requires ability to Lift & Carry up to 25 lbs. and Push/Pull up to 50lbs.
  • Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
  • Requires EPA Class A/B certification to manage underground storage tanks.
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.
Apply: Executive III
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