Administrative Secretary (Executive Secretary I)

Administrative Secretary (Executive Secretary I) We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome Reasonable Accommodation Statement The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application. Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at View email address on click.appcast.io or call View phone number on click.appcast.io for further information and to request or discuss an accommodation. Sponsorship for Employment The State of Illinois does not provide sponsorship for employment visa status (e.g., H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis. Disclosure of Salary Information In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials . Position Overview The Department of Healthcare and Family Services (HFS) is seeking an organized and dependable professional to serve as an Administrative Secretary to the Deputy Director for Human Resources. This position will conduct special projects and studies, analyze data, draft reports, compose correspondence and information requests for the EEO/AA Office. Additionally, the position will answer phone calls, respond to simple inquiries, interpret policies, create and maintain records and handle confidential information. Employees receive a robust benefit package including: Flexible work schedules are available in many program areas. (Remote work may be an option for certain positions.) Health, Life, Vision, and Dental Insurance Pension Plan 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) If you are seeking a new opportunity, and this position appeals to you, please apply today! At the Illinois Department of Healthcare and Family Services (HFS), we value staff as our greatest asset. We work in a spirit of teamwork to help millions of Illinoisans access high quality healthcare and fulfill child support obligations to advance their physical, mental, and financial well-being. We provide healthcare coverage for children and adults through Medicaid and other medical programs, and we help ensure that children receive financial resources from both their parents through Child Support Services. The HFS Office of the Inspector General investigates, audits and reviews program activity to ensure the integrity of our programs is maintained. HFS is committed to promoting and preserving a workplace culture that embraces diversity, equity, and inclusion. We welcome and value employees with different backgrounds, life experiences, and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation. HFS is an equal opportunity employer. Essential Functions Under direction, serves as Administrative Secretary to the Deputy Director of Human Resources for the Illinois Department of Healthcare and Family Services (HFS). Composes replies to routine correspondence and requests for information. Receives visitors, answers telephone, and responds to simple inquiries that relate to human resources, including but not limited to, EEO and affirmative action programs, personnel, labor relations, and training. Reviews all personnel transaction requests for complete and correct information and policy application. Reviews agency policies and procedures and human resources including federal and state rules and regulations and their application to the day-to-day activities in the Deputy Director’s office to remain current on section activities. Establishes and updates the section’s records, correspondence, and report filing system. Performs other duties as required or assigned which reasonably within the scope of the duties enumerated above. Minimum Qualifications Requires knowledge, skill, and mental development equivalent to completion of two (2) years secretarial or business college and one (1) year of secretarial experience or completion of high school and three (3) years of secretarial experience. Requires ability to keyboard accurately at 55 words per minute. Preferred Qualifications Minimum of two (2) years of professional experience serving an assistant to executive level management. Working knowledge of personnel, Equal Employment Opportunity/Affirmative Action policies and regulations. Minimum of one (1) year of professional experience working in a Human Resources Office. Minimum of two (2) years of professional experience interacting with government officials, managers and public through verbal and written correspondence. Minimum of two years (2) years of professional experience working with and handling sensitive information with professionalism. Conditions of Employment Requires completion of a background check and self-disclosure of criminal history. Requires the ability to utilize and maintain state issued equipment such as a laptop. Requires the ability to travel in the performance of duties, with overnight stays as appropriate. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. Work Hours: Monday - Friday 8:30am to 5:00pm Headquarter Location: 401 S Clinton St, Chicago, Illinois, 60607 Work County: Cook Email : View email address on click.appcast.io Posting Group: Office & Administrative Support 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: #J-18808-Ljbffr Illinoiscomptroller