Executive Secretary

Search by keyword (e.g. County, Job Title etc.) Select how often (in days) to receive an alert: EXECUTIVE SECRETARY II - KEYBOARDING - UMP 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 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 . Job Requisition ID: 59118 IPR#26-01664 Opening Date: 10/01/2026 Closing Date: 10/16/2026 Agency: Department of Transportation Class Title: EXEC SECRETARY II - 14032 Skill Option: Keyboarding - Clerical - UMP Certificate Salary: Anticipated Starting Salary: $5,127 Monthly; Full Range: $5,127 - $7,135 Monthly Job Type: Salaried Category: Full Time Number of Vacancies: 1 Bargaining Unit Code: RC014 Clerical Employees, AFSCME Work Hours: 8:00 AM - 4:30 PM Monday - Friday Anticipated Hybrid Work Schedule Availability: 1 to 5 Days per week in office, depending on operational needs Work Location: 2300 S Dirksen Pkwy, Springfield, Illinois, 62764 Work County: Sangamon Work Office: Office of Chief Counsel, Bureau of Ethics This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position. 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. Under general direction of the Ethics Officer who is the Bureau Chief of Ethics and Labor/Personnel, performs responsible secretarial and administrative duties discreetly functioning independently within the framework of organizational policies and exercising initiative and independent judgment on the distribution and interpretation of the bureau chief’s policies and programs. Performs a variety of complex clerical and technical functions, develops and recommends new and revised policies and procedures, and renders responsible managerial leadership and discretion to initiate and coordinate staff operations required in the implementation of administrative policies and complex support functions. Maintains/reconciles attendance and overtime records for the bureau. Assists when needed in the performance of a variety of complex clerical and technical functions for the bureau. Essential Functions Under general direction, serves as an administrative secretary for the Deputy Chief Counsel-Ethics. Prepares correspondence; participates in staff meetings; performs attendance and overtime record keeping functions; maintains strict confidentiality of matters handled by the Bureau. Participates in completing overflow clerical assignments for other sections in the Office of Chief Counsel. Consults and advises the Deputy Chief Counsel on departmental methods, procedures, and interpretations of departmental policies and programs. Assists with FOIA, administrative rules, and subpoena clerical duties. Receives visiting officials, representatives, and departmental heads as required; screens callers for importance, priority and necessity, answering questions relative to departmental programs that do not require personal attention. Reads and distributes incoming correspondence for the Deputy and entire bureau, routes routine correspondence to the respective staff, maintains correspondence control, and establishes completion dates. Records appointments and correspondence for the Deputy as needed reminding them of upcoming appointments and meetings and ensuring that the necessary correspondence, reports, and materials for the meeting are available. Reviews file indexing of office records, verifying accurate filing. Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above. Minimum Qualifications 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. Requires the ability to keyboard accurately at 55 words per minute. 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 Prefers two (2) years of experience effectively communicating in written and oral formats and coordinating the day-to-day activities for an administrator in a public or private organization. Prefers two (2) years of experience developing, proofreading, and revising documents that include correspondence, spreadsheets, reports and presentations for a public or private organization. Prefers two (2) years of experience meeting deadlines with strong attention to detail while multitasking multiple projects. Prefers two (2) years of experience developing and maintaining professional working relationships with staff and the public. Prefers intermediate skill in the utilization of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Access. Prefers intermediate skill in the utilization of the latest digital tools and office productivity software and understanding of virtual meeting platforms including Cisco Webex and Microsoft Teams. Conditions of Employment Requires completion of a background check and self-disclosure of criminal history. 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 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: 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. This title is within the Upward Mobility Program (UMP) . General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Titles . 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. #J-18808-Ljbffr State of Illinois