Executive Secretary I

Executive Secretary I - # 43533

*** MUST APPLY ON OUR WEBSITE **** (Please copy and paste the link below to your browser)

https://illinois.jobs2web.com/job-invite/43533/

Agency: Department of Human Services

Location: Hines, IL, US, 60141

Job Requisition ID: 43533

Opening Date: 01/14/2025

Closing Date: 01/28/2025

Salary:  Anticipated Salary: $4,246 - $5,701 per month ($50,952 - $68,412 per year)

Job Type: Salaried Full Time  

County: Cook 

Number of Vacancies: 1

Plan/BU: RC014  

***MUST APPLY ONLINE ***

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position. While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended. Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 43533

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 Division of Mental Health is seeking to hire an Executive Secretary I for the Madden Mental Health Center located in Hines, Illinois to serve as the administrative secretary to the Medical Director. Performs highly responsible, confidential and sensitive duties related to the Medical Director’s Office. Composes, keyboards and transcribe correspondence, reports, requisitions, meeting minutes and similar documents for the Medical Director and other medical executive staff. Gathers background data from a variety of sources to assist the Medical Director in the making of decisions for special assignments and in preparation of reports and speeches. Assists the Medical Director in preparation for accreditation standards. Receives and screens calls, answers inquiries, updates and maintains the Medical Director’s calendar and receives, opens, sorts and distributes incoming facility mail. Coordinates the Interstate Service Program. Serves as primary timekeeper.

Essential Functions

• Serves as the administrative secretary to the Medical Director. 
• Gathers background data from a variety of sources, pertaining to credentialing, laboratory and health services determination and cost analysis, safety and sanitation, pharmacy, etc., to assist the Medical Director in the making of decisions and preparation of reports and speeches. 
• Serves as primary timekeeper for staff reporting to the Medical Director.
• Assists the Medical Director in preparation for accreditation standards of the joint commission, as well as, compliance with requirements for certification by the Public Health Department, which enables Medicare eligibility and eligibility for Public Aid patient care and coverage.
• Receives and screens incoming calls to determine if questions can be answered before routing to the Medical Director’s Office.
• Coordinates the Interstate Service Program.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and one (1) year of secretarial experience or completion of high school and three (3) years of secretarial experience.
• Requires the ability to keyboard accurately at 55 wpm.

*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

• Three (3) years of experience performing secretarial duties for public or private organization.
• Three (3) years of experience gathering data to conduct special projects and studies for a public or private organization.
• Three (3) years of experience working with sensitive/confidential information.
• Three (3) years of experience maintaining records, reports and files.
• Three (3) years of experience working with personal computers.
• Two (2) years of experience communicating effectively both orally and in writing.

Conditions of Employment

• Requires the ability to utilize office equipment, including personal computers.
• Requires ability to pass the IDHS background check.
• Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.

*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

Work Hours:  8:30am-4:30pm, Monday-Friday, 30-minute unpaid lunch
Work Location: 1200 S 1st Ave, Hines, Illinois, 60141

Division of Mental Health

Madden Mental Health Center

Medical Director
Agency Contact:  DHS.HiringUnit@Illinois.gov

Job Family: Office & Administrative Support; Social Services

About the Agency:

The Illinois Department of Human Services serves families in need all across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness.

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

A Pension Program

Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance

3 Paid Personal Business Days annually

12 Paid Sick Days annually (Sick days carry over from year to year)

10-25 Days of Paid Vacation time annually - (10 days in year one of employment)

*Personal, Sick, & Vacation rates modified for 12-hour Work Schedules (as applicable)

13 Paid Holidays annually, 14 on even numbered years

Flexible Work Schedules (when available dependent upon position)

10 Weeks Paid Maternity/Paternity Leave

Deferred Compensation Program - A supplemental retirement plan

Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)

Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

5% Salary Differential for Bilingual Positions

Commuter Savings Program (Chicago only)

For more information about our benefits please follow this link:  https://www2.illinois.gov/cms/benefits/Pages/default.aspx

APPLICATION INSTRUCTIONS

Must apply online.

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

https://illinois.jobs2web.com/job-invite/43533/