Executive Secretary I (Keyboarding)

Essential Functions

25% 1. As secretary to Program Development performs duties including keyboarding correspondence and meeting minutes.

• Prepares routine and non-routine priority correspondence and memoranda for the entire bureau to central bureaus, contractors, government officials, city/county officials, attorneys, utilities, federal agencies and the public as well as confidential correspondence related to personnel issues.
• Ensures clarity and accuracy of all correspondence, proofreads and edits for content, grammar, format and punctuation.
• Coordinates workflow to and from the Section Chiefs and outside parties ensuring the timely completion of functions.
• Advises Section Chiefs of concerns and notifies staff of changes and or revisions.
• Performs a variety of advanced word processing functions in accordance with IDOT's correspondence standards.
• Enters information into Consultant Evaluation System (CES) for Interim and Final evaluations. Utilizes GIS as needed.
• Maintains the tracking system for Vehicle Mileage. Serves as the DocuWare System for Records Management (Retention Schedule and & Microfilming) Coordinator of Program Development

20% 2. Performs clerical support for all Program Development staff.

• Keyboards staff memos and reports, such as: project, bridge inspection/condition, hydraulic and structure reports; request for mapping surveys; cost estimates; pavement design; utility permits; agreements; and consulting engineer performance evaluations.
• Prepares correspondence concerning various projects to federal agencies, central bureaus, city and county officials, attorneys, contractors, utilities, project stakeholders, governmental agencies and the public.
• Sends out Press Releases and all mailings for Program Development including FedEx.
• Independently composes routine correspondence regarding meetings; signs supervisor's signature as authorized; and serves as a resource for staff.
• Gathers background data and researches various issues to assist the Program Development section heads in decision making.
• Prepares reports as requested regarding section programs and tracks status.
• Monitors status and coordinates completion of projects.
• Prepares Direct Bill/C-13s.
• Prepares FPA (Field Purchase Authority) for invoice payment.

15% 3. Prepares, proofs and enters Special Assistant to the Attorney General (SAAG), county recorder, consultants, Wheatland Title, and miscellaneous invoices into the Financial Operations and Administration (FOA) system for payment.

• Obtains new W-9's from vendors then enters them into FOA.
• Creates new Job and Parcel screens for Land Acquisition Management System (LAMS).
• Makes various entries into LAMS after Job and Parcel screens are created.
• Prepare and processes job authorization and job completion distributions for land acquisition.
• Prepares field purchase authority invoices and approval letters for negotiators and appraisers and all general land acquisition correspondence.

Essential Functions Continued

15% 4. Serves as bureau receptionist; receives all visitors in Program Development; screens callers and visitors determining importance, priority and necessity for response.

• Distributes Program Development mail, independently answers inquiries from departmental personnel, other state/local agencies, the general public, and project stakeholders regarding departmental programs and policies administered by the section.
• Arranges meeting logistics for the section staff including plan reviews, public meetings, virtual meetings, and project coordination meetings.
• Maintains schedules advising of upcoming appointments and to arrange meetings.
• Serves as backup switchboard operator (on a rotation basis).
• Trains employees in the operation of switchboard.

15% 5. Prepares employee attendance and absence reports and submits each pay period.

• Verifies accuracy of timecards for technical staff.
• Prepares and submits travel reports.
• Arranges travel, hotel and conference reservations for Program Development staff.
• Processes and records expense account vouchers and approves lodging invoices for payment.

5% 6. Maintains an organized bureau file system, including correspondence, job files, reports and forms; determines when files are to be dead filed.

• Maintains an up-to-date directory of municipal officials.

5% 7. Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two years secretarial/business college and one-year secretarial experience or completion of high school and three years secretarial experience.
• Ability to keyboard accurately at 55 w.p.m.

Qualifying state employees in the employee Upward Mobility Program may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.

Preferred Qualifications

• Prefer ability to perform duties with a minimum of supervision.
• Prefer extensive knowledge of office procedures and district operations.
• Prefer ability to deal with public, outside agencies and staff in courteous and effective manner.
• Prefer flexibility and good judgement in managing workload.
• Prefer confidentiality due to highly sensitive issues and information.

Conditions of Employment

• Requires the ability to pass a background investigation.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
• This position is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.

Marketing Statement

The Illinois Department of Transportation is seeking to hire a candidate who can independently perform secretarial duties functioning within the framework of organizational policies, as well as a variety of complex clerical and technical functions for bureau staff.