Managerial Assistant III

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

Job Title:     Managerial Assistant III
Division:      Planning & Development
Union:          N/A
Location:     501 S. 2nd St., Springfield, IL – Sangamon County
Salary:         Range from $68,844 to $78,000 annually – commensurate with experience.
Benefits:      https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs highly technical and responsible administrative duties by participating in complex investigations of hazardous materials in the buildings in the Capitol Complex; ensures that all levels are in compliance with state guidelines; performs administrative duties by providing assistance and judgment in budgetary matters for hazardous material programs for removal and preventative maintenance; serves as project coordinator for assigned construction projects in the Capitol Complex; performs extensive liaison duties between the Executive IV and state investigators, outside contractors, architects, Capitol Development Board, etc.; relays information to the Executive IV and other management staff on construction project status; develops long and short range goals relating to the area of assignment.

Duties and Responsibilities:
  • Subject to administrative approval, reports to the Executive IV, performs highly technical administrative duties including complex investigations of hazardous materials in the Capitol Complex and three Chicago Metro Facilities. Ensures that workplace environments are in accord with State and Federal codes.
  • Establishes design criteria and develops scope statements for the purposes of bidding design contracts for environmental contracts. Works closely with the Exec. IV to determine appropriate actions and procedures for environmental projects. Develop long and short-term goals relating to the assignment.
  • Participates in complex studies investigations of hazardous materials such as asbestos, lead based paint, etc. in the Capitol Complex; analyzes current levels of hazardous materials through major site evaluations of the Capitol Complex; ensures that all levels are in compliance with State and Federal guidelines. Coordinates with outside contractors for the removal of hazardous materials. Develops and prepares confidential and highly sensitive reports on hazardous material measurements and removal procedures.
  • Manages and coordinates construction projects on the Capitol Complex, including developing project priorities and scopes for submittal to the Executive IV for approval. Assist in the development of project budgeting from various appropriations. Meet with and coordinate with Design Architects and Engineers to develop project design and bidding documents for the bidding and implementation of construction projects on the Capitol Complex. Coordinate construction projects with SOS Trades, Custodial Staff, and other Agencies on the Capitol Complex. Develop and maintain highly technical project files and documents including pay request logs, change order logs, and other construction related documents. Provide field reports to the Executive IV on all construction activities on a weekly basis.
  • Participate in the development of Hazardous Materials and workplace environment programs required by State and Federal Regulatory Agencies and the timely submittal of these plans to these agencies.
  • Participates in the development of long- and short-term goals related to environmental activities and construction projects including assisting in implementing of said goals.
  • Attends various professional workshops and meetings in order to obtain knowledge and insight necessary to assist the Executive IV in the decision-making process regarding hazardous materials and workplace environments.
  • Performs other duties as assigned.
Education and Experience:

Requires knowledge, skill and mental development equivalent to the completion of four (4) years of college, preferably with courses in public or business administration AND three (3) years of professional experience in a public or private organization.  Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel.

Knowledge, Skills and Abilities:
  • Requires extensive knowledge of administrative practices and methods.
  • Requires working knowledge of departmental operations.
  • Requires ability to express complex ideas clearly both orally and in writing.
  • Requires ability to develop and maintain satisfactory working relationships with management, other agency representatives and the general public.
  • Requires ability to analyze operational and administrative problems and to adopt an effective course of action.
  • Requires ability to deal tactfully with matters of a confidential, sensitive or controversial nature.
  • Requires ability to exercise independent judgment in dealing with operational and personnel management problems and to take appropriate course of action to correct such problems.
  • Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
  • Require lifting and carrying 0 to 25 pounds.
Application Process: 
  • Please visit https://ilsos.applytojob.com/  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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