Constituent Services Liaison - Executive Assistant I

Illinois Secretary of State; Springfield (IL); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

State employee benefits

Job summary

Illinois Secretary of State Office seeks a Constituent Services Liaison – Executive Assistant I to support the Director of the Legislative Affairs Department. The role handles confidential correspondence, reports, and documents, and screens inquiries from the public and legislators.

You will maintain confidential files, coordinate meetings, and manage travel, while ensuring accurate records and timely responses to legislative inquiries.

Qualifications

• Requires two years of college and two years in an office setting supporting customers by phone, in person and in writing.
• Or four years of office experience handling customers by phone, in person and in writing.
• Proficient with Microsoft Office and a multi-line phone system.

Responsibilities

• Provides administrative and secretarial support to the Director and staff; prepares confidential letters, reports, and documents.
• Responds to legislators' inquiries and coordinates with departments; screens calls and mail; arranges meetings and travel.
• Maintains records and serves as Records Retention Coordinator for the Department.
• Manages constituent inquiries and tracks legislative transactions in internal systems.
• Performs additional duties as required or assigned.

Skills

Microsoft Office

Outlook

Word

Excel

Communication skills

Legislative process knowledge

Illinois Vehicle Code knowledge

Customer support

Education

Two years of college

Job description

Office of the Illinois Secretary of State Alexi Giannoulias

Job Title: Constituent Services Liaison – Executive Assistant I

Division: Department of Legislative Affairs

Union: N/A

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

Salary: Minimum $55,000 annually – commensurate with experience

Benefits: https://cms.illinois.gov/benefits/stateemployee.html

Overview

Performs responsible and confidential liaison and assistant duties for the Director of the Legislative Affairs Department and professional internal staff such as creating and editing letters, reports and various documents; independently responds to legislative inquiries and works with other departments to respond; receives answers, or if needed directs phone inquiries; screens calls and incoming correspondence; handles incoming mail; maintains confidential files and records for the supervisor; serves as Records Retention Coordinator for the Department.

Duties and Responsibilities

• Serves in administrative capacity as well as performing secretarial duties for the Director and professional staff; prepares confidential correspondence, reports, lists and other documents for signature of supervisor; prepares correspondence, letters, and reports for management staff pertaining to Legislative Affairs policies and operations; may sign supervisors name as directed; receives and screens incoming calls, correspondence and visitors for the supervisor; answers general public inquiries regarding the policies and operations of the Department; arranges meetings or conferences; makes and cancels appointments; prepares travel arrangements and completes travel vouchers.
• Independently responds to inquiries from legislators regarding issues related to the Secretary of State's Office; as necessary, works with other department staff in coordinating responses; responds to legislative inquiries regarding the status of legislation by accessing the legislative tracking system used by the Department.
• Communicates with lawmakers and/or legislative staff to assist with constituent issues; maintains an accurate record of legislative constituent transactions and files on such; inputs information in a computer database for use by staff.
• Serves as Records Retention officer for Department, maintaining files for the office, and filing any office documents.
• Performs other duties as required or assigned

Specific Skills

• Experience with Microsoft Office, specifically Outlook, Word and Excel.
• Excellent communication and interpersonal skills required
• Knowledge of the legislative process and various state agencies preferred
• Knowledge of the Illinois Vehicle Code preferred
• Ability to maintain satisfactory working relationships and communicate effectively with all levels of staff, other state agencies,and the public
• Experience in constituent work or customer support preferred

Education and Work Experience

• Requires knowledge, skill and mental development equivalent to the completion of two years of college AND two years of experience, in an office setting, where the candidate supported customers by phone, in person and in writing. OR
• Four years of experience, in an office setting, dealing with customers both by phone, in person and in writing.
• Candidate must have experience with Microsoft Office software and with answering a multi-line phone and be able to communicate effectively via phone and in writing.

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 .