Address
Form of workAgency : Department of Natural Resources
Closing Date/Time: 02/01/2024
Salary: $4,439 - $6,377 per month
Job Type: Salaried Full Time
County: Cook
Number of Vacancies: 1
Plan/BU: RC014
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 12-65-34777
Position Statement
This Executive Secretary 2 assists accountant and fiscal team in ensuring proper processing of vendor payments, acts as telecom coordinator for the office, updates CMP website, is the new employee on-boarding contact, timekeeping coordinator and FMLA tracker.
Job Responsibilities
1. Serves as a personal and confidential secretary to the Coastal Zone Program Manager:
• Keyboards memorandums, correspondence, budget documents, grant workplans, personnel actions, reports, issue papers and inquiry responses.
• Proofreads to assure that grammar, punctuation and format are correct.
• Drafts correspondence to general inquiries.
• Performs keyboarding and clerical functions for professional staff within the office.
2. Performs a variety of administrative functions including assisting in the preparation of the annual operating budget:
• Assists in budgetary projections.
• Monitors and records all expenditures.
• Prepares budgetary reports for the Division Administrator.
• Assists in tracking grants and processing expenditures.
• Maintains and orders supplies and equipment.
• Coordinates technology maintenance and updates.
• Schedules meetings, reserves conference rooms, provides planning and administrative support during meetings.
• Researches issues, gathers data and prepares responses to various organizations and citizens.
• Serves as timekeeper for office staff.
• On-boards new employees and sends necessary paper work to human resources
3. Receives, opens, reads and routes all incoming paper and e-correspondence and forwards to appropriate personnel:
• Maintains control system on correspondence flow.
• Establishes due dates on responses and monitors to ensure assignments are met.
• Maintains supervisor's calendar.
• Greets and screens visitors.
• Answers questions and provides information regarding programs within the Division.
• Makes travel arrangements including room reservations, meeting notices, out-of-state requests, etc.
• Prepares monthly travel vouchers.
(Job Responsibilities continued)
4. Establishes and maintains the master filing system:
• Maintains current records of Department policies and procedures.
• Organizes, maintains, and keeps up to date paper and electronic filing systems.
• Establishes and maintains confidential files i.e., correspondence regarding personnel evaluations, organizational matters, budget and etc.
5. Notifies divisional staff of change/revision in office procedures:
• Represents the Coastal Zone Program Manager through oral and written communication with the public, department employees, etc.
6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
1. Requires knowledge, skill, and mental development equivalent to completion of two years of secretarial or business college and two years of secretarial experience or completion of high school and four years of secretarial experience.
2. Requires ability to type accurately at a rate of 55 wpm.
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
1. Two (2) years of working knowledge of agency programs, rules and regulations.
2. Two (2) years of working knowledge of bookkeeping and budgetary principles and practices.
3. Two (2) years of thorough knowledge of the principles of office management.
4. Two (2) years of thorough knowledge of composition, grammar, spelling, and punctuation.
5. Two (2) years of thorough knowledge of arithmetic computations.
6. Two (2) years of working experience establishing and developing written instructions and procedures.
7. Two (2) years of experience applying human relations skills in interaction with management, representatives of government and private industry and the public.
Employment Conditions
All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation, to be considered for this position.
1. Ability to pass a background check.
Agency Statement
Charged with preserving, protecting, and promoting Illinois' natural and cultural resources, Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites - and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision, and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.
The Office of Water Resources administers regulatory programs over construction in the flood ways of rivers, lakes, and streams. It is also responsible for construction in the shore waters of Lake Michigan, construction and operation of dams, construction in public bodies of water, and diversion of water from Lake Michigan, and withdrawal of water from three Federal lakes (Shelbyville, Carlyle, and Rend Lakes). The Office serves as the lead State agency for water resource planning, navigation, floodplain management, the National Flood Insurance Program, and interstate organizations on water resources.
Work Hours: Monday - Friday 8:30am - 5:00pm, 1 hr. Lunch, Sat/Sun off
Work Location: IDNR, 160 N LaSalle Street, Suite S-700 Chicago IL 60601
Agency Contact:
Vicky Fowler
Email: Vicky.fowler@illinois.gov
Phone #: (217) 785-5387
Job Family: Office & Administrative Support
This title is within the Upward Mobility Program. General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. There are three categories of UMP titles: 1) certificate titles which require passing a written proficiency exam; 2) credential titles which require the possession of a specified college degree and/or licensure; and 3) dual titles for which a certificate may be earned by following either the certificate or credential pathway.
This position DOES NOT contain "Specialized Skills" (as that term is used in CBAs).
APPLICATION INSTRUCTIONS
Use the "Apply" button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees - a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the "View Profile" link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com - click "Application Procedures" in the footer of every page of the website.
The main form of communication will be through email. Please check your "junk mail", "spam", or "other" folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
Closing Date/Time: 02/01/2024
Salary: $4,439 - $6,377 per month
Job Type: Salaried Full Time
County: Cook
Number of Vacancies: 1
Plan/BU: RC014
This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 12-65-34777
Position Statement
This Executive Secretary 2 assists accountant and fiscal team in ensuring proper processing of vendor payments, acts as telecom coordinator for the office, updates CMP website, is the new employee on-boarding contact, timekeeping coordinator and FMLA tracker.
Job Responsibilities
1. Serves as a personal and confidential secretary to the Coastal Zone Program Manager:
• Keyboards memorandums, correspondence, budget documents, grant workplans, personnel actions, reports, issue papers and inquiry responses.
• Proofreads to assure that grammar, punctuation and format are correct.
• Drafts correspondence to general inquiries.
• Performs keyboarding and clerical functions for professional staff within the office.
2. Performs a variety of administrative functions including assisting in the preparation of the annual operating budget:
• Assists in budgetary projections.
• Monitors and records all expenditures.
• Prepares budgetary reports for the Division Administrator.
• Assists in tracking grants and processing expenditures.
• Maintains and orders supplies and equipment.
• Coordinates technology maintenance and updates.
• Schedules meetings, reserves conference rooms, provides planning and administrative support during meetings.
• Researches issues, gathers data and prepares responses to various organizations and citizens.
• Serves as timekeeper for office staff.
• On-boards new employees and sends necessary paper work to human resources
3. Receives, opens, reads and routes all incoming paper and e-correspondence and forwards to appropriate personnel:
• Maintains control system on correspondence flow.
• Establishes due dates on responses and monitors to ensure assignments are met.
• Maintains supervisor's calendar.
• Greets and screens visitors.
• Answers questions and provides information regarding programs within the Division.
• Makes travel arrangements including room reservations, meeting notices, out-of-state requests, etc.
• Prepares monthly travel vouchers.
(Job Responsibilities continued)
4. Establishes and maintains the master filing system:
• Maintains current records of Department policies and procedures.
• Organizes, maintains, and keeps up to date paper and electronic filing systems.
• Establishes and maintains confidential files i.e., correspondence regarding personnel evaluations, organizational matters, budget and etc.
5. Notifies divisional staff of change/revision in office procedures:
• Represents the Coastal Zone Program Manager through oral and written communication with the public, department employees, etc.
6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
1. Requires knowledge, skill, and mental development equivalent to completion of two years of secretarial or business college and two years of secretarial experience or completion of high school and four years of secretarial experience.
2. Requires ability to type accurately at a rate of 55 wpm.
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
1. Two (2) years of working knowledge of agency programs, rules and regulations.
2. Two (2) years of working knowledge of bookkeeping and budgetary principles and practices.
3. Two (2) years of thorough knowledge of the principles of office management.
4. Two (2) years of thorough knowledge of composition, grammar, spelling, and punctuation.
5. Two (2) years of thorough knowledge of arithmetic computations.
6. Two (2) years of working experience establishing and developing written instructions and procedures.
7. Two (2) years of experience applying human relations skills in interaction with management, representatives of government and private industry and the public.
Employment Conditions
All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation, to be considered for this position.
1. Ability to pass a background check.
Agency Statement
Charged with preserving, protecting, and promoting Illinois' natural and cultural resources, Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites - and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision, and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.
The Office of Water Resources administers regulatory programs over construction in the flood ways of rivers, lakes, and streams. It is also responsible for construction in the shore waters of Lake Michigan, construction and operation of dams, construction in public bodies of water, and diversion of water from Lake Michigan, and withdrawal of water from three Federal lakes (Shelbyville, Carlyle, and Rend Lakes). The Office serves as the lead State agency for water resource planning, navigation, floodplain management, the National Flood Insurance Program, and interstate organizations on water resources.
Work Hours: Monday - Friday 8:30am - 5:00pm, 1 hr. Lunch, Sat/Sun off
Work Location: IDNR, 160 N LaSalle Street, Suite S-700 Chicago IL 60601
Agency Contact:
Vicky Fowler
Email: Vicky.fowler@illinois.gov
Phone #: (217) 785-5387
Job Family: Office & Administrative Support
This title is within the Upward Mobility Program. General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. There are three categories of UMP titles: 1) certificate titles which require passing a written proficiency exam; 2) credential titles which require the possession of a specified college degree and/or licensure; and 3) dual titles for which a certificate may be earned by following either the certificate or credential pathway.
This position DOES NOT contain "Specialized Skills" (as that term is used in CBAs).
APPLICATION INSTRUCTIONS
Use the "Apply" button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees - a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the "View Profile" link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com - click "Application Procedures" in the footer of every page of the website.
The main form of communication will be through email. Please check your "junk mail", "spam", or "other" folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
