What are the responsibilities and job description for the EXECUTIVE SECRETARY II (UMP) position at State of Illinois?
Job Requisition ID: 45945
Closing Date/Time: 04/10/2025
Agency: Department of Transportation
Position Title: Executive Secretary II
Skill Option: Keyboarding
Salary: Anticipated Starting Salary: $4,766 Monthly; Full Range: $ 4,766 - $6,632 Monthly
Job Type: Salaried
Category: Full Time
County: Sangamon
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 REQ#45945 - IPR#47789
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.
No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
The Illinois Department of Transportation is seeking to hire an Executive Secretary II for the Bureau of Small Business Enterprises. The successful candidate will, under general direction of the Bureau Chief of Small Business Enterprises, perform responsible secretarial and administrative duties functioning independently within the framework of organizational policies and exercising initiative and independent judgment on the promulgation and interpretation of the Bureau Chief of Small Business Enterprises’ policies and programs. The successful candidate will perform a variety of complex clerical and technical functions, develop and recommend new and revised policies and procedures, and render responsible managerial leadership and discretion to initiate and coordinate staff operations required in the implementation of administrative policies and complex support functions.
Essential Functions
- Performs secretarial duties for the Bureau Chief of Small Business Enterprises.
- Receives visiting officials, representatives, and departmental heads as required.
- Consults and advises the bureau chief of department methods, procedures and interprets departmental policies and programs.
- Reads and distributes incoming correspondence for the bureau chief.
- Records all appointments and correspondence for the bureau chief reminding them of upcoming appointments and meetings and ensuring that the necessary correspondence, reports and materials for the meeting are available.
- Reviews file indexing records verifying accurate filing.
- Performs other duties as required or assigned which are reasonably within the scope of duties listed above.
Minimum Qualifications
- Requires knowledge, skill and mental development equivalent of two (2) years of secretarial or business college and two (2) years of secretarial experience OR completion of high school and four (4) years of secretarial experience.
- Requires ability to keyboard accurately at 55 wpm.
- This class is included as an Upward Mobility Credential Title. Qualifying state employees in the Upward Mobility Program shall have the stated requirements of this classification waived by successful completion of a qualifying examination.
Preferred Qualifications
- Prefers working knowledge of agency programs, rules, and regulations.
- Prefers working knowledge of bookkeeping and budgetary principles and practices.
- Prefers extensive knowledge of manual and automated office equipment.
- Prefers extensive knowledge of composition, grammar, spelling, and punctuation.
- Prefers extensive knowledge of computer program applications.
- Prefers the ability to establish and develop written instructions and procedures.
- Prefers the ability to communicate clearly and effectively both orally and in writing.
Conditions of Employment
- The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
- Requires successful completion of a background investigation.
- 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.
About the Agency
The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.
Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.
The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:
- Monday-Friday work schedule
- Flexible work schedules in several program areas (flexible time, hybrid scheduling)
- Health, Life, Vision, and Dental Insurance
- Pension Plan
- (12) Weeks paid Maternity/Paternity Leave
- Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
- Employees earn (12) paid Sick Days annually
- New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually
- Employees earn (3) paid Personal Days annually
- (13-14) paid holidays annually (based on start date)
- Tuition Reimbursement
- Employee Assistance Program and/or mental health resources
We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.
Work Hours: 8:00 AM - 4:30 PM Monday - Friday
Work Location: Springfield - 2300 S Dirksen Pkwy
Work Office: Office of Business & Workforce Diversity, Bureau of Small Business Enterprises
Agency Contact: DOT.CONTACTHR@ILLINOIS.GOV
Posting Group: Transportation
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. To utilize upward mobility contractual rights for this position, employees must apply internally and must upload a copy of the UMP grade notice to their application documents prior to submission. UMP grades can be uploaded to the Additional Documents OR Grade Documentation section of the application.
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.
Seasonal and temporary workers should use a personal e-mail address when applying for jobs
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
Salary : $4,766 - $6,632
