Administrative Secretary

Position Overview

The Illinois Department of Children and Family Services is seeking an organized, professional, and energetic individual to serve as Administrative Secretary. Under direction, this position will perform technical, administrative secretarial, and office support functions for the Office of the DCFS Guardian. The position will conduct special projects and studies and provide general office support for staff. This position provides a great opportunity for someone who is detail oriented and interested in playing a supporting role in the Department’s service operations. DCFS offers a competitive compensation plan, excellent benefits, and a pension program. The ideal candidate for this position will have excellent organizational skills and strong communication skills. We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois.

Essential Functions

• Performs critical technical, administrative secretarial and office support functions to a small team of attorneys who address a variety of legal issues for youth in care on behalf of the DCFS Guardianship Administrator, including confidential matters
• Prepares and keyboards a variety of confidential correspondence to agency staff, clients, professionals, and community agencies outside the Department for purposes of information and clarification of DCFS rules and procedures
• Prepares vouchers and purchase orders
• Establishes and maintains paper and digital case files for all current and closed legal matters, including legal documents, pleadings, orders, and correspondence
• Facilitates communication with internal and external clients, vendors, and the general public
• Utilizing independent judgment, arranges repairs for phones, computer terminals, and other office equipment through appropriate channels
• Serves as timekeeper
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to two years of secretarial/business college OR completion of high school and two years of related office experience OR two years of independent business experience.
• Requires ability to keyboard accurately at 30 wpm.

Preferred Qualifications

• Prefers 3 years of office experience in a clerical or secretarial position.
• Prefers 2 years of experience conducting special projects requiring research of materials from various sources.
• Prefers 2 years of experience answering phones and greeting visitors in a business or public agency.
• Prefers completion of at least 2 years of college.

Conditions of Employment

1. Requires ability to pass a background check.
2. Requires certification as a notary public or ability to attain certification as a notary public.
3. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

DCFS is deeply committed to the welfare and protection of children. We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois. The Office of Employee Services works in a supportive capacity by managing human resources functions to enable front line workers to fulfill the Department’s mission of providing services for children and youth.