Executive Administrative Assistant (Mng Asst III)

Job Description

Job Description

Office of the Illinois Secretary of State Alexi Giannoulias

Job Title :     Executive Administrative Assistant (Mng Asst III)

Division :      Director Staff

Union :           N / A

Location :     501 S Second St, Springfield, IL – Sangamon County

Salary :         Salary $5,000 - $6,000 monthly, commensurate with experience

Overview :

Performs a variety of administrative, confidential and / or sensitive work duties as a staff assistant, performing a variety of administrative functions including assisting in the coordination of legal, labor and employment matters and issues for the Director, handles major projects as designated by the Director and liaisons with Department staff, other department's personnel, Executive Office, and outside agencies on matters; serves as backup on Record Retention.

Duties and Responsibilities :

• Performs a variety of responsible administrative duties for the Director of Personnel, including handling projects as assigned, handles administrative matters for Director including sensitive and confidential situations; handles department functional operations including coordination of services through Physical Services, Property Control, etc.; as directed., may investigates matters and issues of a confidential and sensitive nature; assists other executive staff with confidential and sensitive matters; participates in complex studies and investigations regarding office operations; serves as Department Personnel Liaison, keeping staff informed of issues in operations.
• Maintains operational programs such as Statement of Economic Interests, Ethics / Harassment Training, Payroll, Employee of the Year / Month and Service Award involving legal issues, personnel matters and policies and procedures; performs liaison functions with department staff, other department personnel, Executive Office and outside agencies on legal and personnel matters on behalf of the Director.
• Directs and participates in the gathering of information relating to legal matters or department operations, including but not limited to monthly union information; receives opens and reviews mail for the Director; takes independent action in handling correspondence matters within defined limits; respond to inquiries, obtains information, drafts correspondence; provides information to the Director, often involving confidential matters.
• Serves as backup on Records Retention
• Performs other related duties as required or assigned.

Specific Skills :

Education and Work Experience :

Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization.  Experience in Word, Excel, Power Point, various databases.  Experience in a fast-paced work environment.

Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel.

Application Process :

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.

Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.

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