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Illinois Department of Innovation & Technology Executive Secretary (EXECUTIVE SECRETARY I, OPT. 2) (UMP) in Springfield, Illinois

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12023349

30% Under direction, serves as Executive Secretary to the Chief Information Officer (CIO) of the Department of Innovation & Technology, supporting Illinois Department of Revenue (DoIT/IDOR):\ Utilizes a personal computer to keyboard from rough drafts, hand-written work papers, and verbal requests, a variety of materials such as confidential and general correspondence, memos, reports, procedures, proposals, etc., to consultants, vendors, job applicants, other State Agencies, professional organizations, officials, agency managers, etc.\ Assists the CIO with the management of various departmental needs in support of day-to-day operations.\ Manages ancillary department offerings and activities such as, but not limited to, luncheons, charitable events, coffee/water fund.\ Composes and keyboards correspondences of a routine and non-routine nature pertaining to Program Area operations, policies, and procedures.\ Reviews and /approves telecom invoicing for program areas.\ Maintains Authorized Personnel Access for Federal Tax data (FTI) areas.\ Utilizes standard software applications including Word Processing, Spreadsheets, Databases, etc., to produce a variety of graphs, forms, charts and reports relative to Program Area reporting and special projects such as flow charts, program specifications, files, and report layouts, tracking data bases, etc.\ Composes confidential personnel material for the CIO and Division Manager(s), e.g., performance evaluations, grievance resolutions, disciplinary actions, strike plans, and other issues.

30% Acts in a liaison capacity to DoIT Revenue managers, officials from other Agencies, representatives of professional organizations, agency managers and personnel, through personal and telephone contact relative to IT operations and services:\ Serves as an office receptionist, greeting office visitors, maintaining CIO and Division Manager(s) appointment calendars, scheduling /coordinating meetings, and reserving meeting rooms.\ Opens, reads, and distributes incoming mail, alerting management staff to correspondence requiring immediate attention.\ Schedules appointments and makes travel arrangements for CIO, Division Manager(s), and staff.\ Reviews Agency payroll invoices for discrepancies/revisions.\ Prepares documents and coordinates the approval of requests, conferences/seminars, training classes, travel, employee travel vouchers, procurement requisitions and receiving documents, etc.

Essential Functions Continued

25% Manages and coordinates various departmental activity regarding all aspects of consolidated and shared IT services and special reporting projects:\ Maintains follow-up records to ensure proper completion of projects by Division management staff.\ Monitors confidential IT matters and brings problem issues to the attention of the CIO.\ Reviews and maintains web-based training usage by program areas.

5% Establishes and maintains confidential and general files, including but not limited to, subject, reference, and follow-up files for the Program Area:\ Keeps CIO and Division Manager(s) apprised of status of pending follow-up issues.

5% Serves as coordinator for IT requisitioning of equipment and supplies, assuring proper procedures are followed relative to the availability of funds and internal policy, procedures, and limitations:\ Initiates appropriate requests regarding changes and additions to program area telecommunications equipment, furniture, or PC hardware.

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.\ Provides administrative project assistance.\ Provides administrative support for annual service contracts procured b y the Agency.\ Maintains and updates requests for home equipment for agency personnel.\ Maintains department equipment inventory.\ Updates and maintains the Application Resource Tracking System (ARTS).