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: - Requires thorough knowledge of administrative practices and methods.
- Requires extensive knowledge of agency operations.
- Requires ability to express complex ideas clearly both orally and in written form.
- Requires ability to develop and maintain satisfactory working relationships with legislators, judicial and executive branch officials, other agency representatives and the general public.
- May require travel and possession of a valid Illinois driver’s license as determined by individual positions within the class.
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: - Please visit to apply by completing the online application; you may also upload a resume, or other attachments as needed .
- Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
- Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).
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.
Job Tags
Full time, Work experience placement, Work at office,