Executive Secretary 26-E-14

Office of the Illinois Attorney General; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Office of the Illinois Attorney General is seeking an Executive Secretary to handle highly responsible confidential administrative and secretarial duties, including handling correspondence, data gathering, coordinating and monitoring assigned projects. The role supports the Division Chief and other staff with report preparation.

The position also maintains schedules, arranges travel, types legal documents and contracts, and guides support staff.

Qualifications

• High school diploma or GED plus 4 years of professional secretarial experience.
• Or 2 years of secretarial or business college plus 3 years secretarial experience.
• Strong knowledge of English, secretarial practices, and office management.
• Familiarity with grammar, spelling, punctuation and word processing.
• Able to maintain satisfactory working relationships with staff and the public.

Responsibilities

• Receive, screen and route correspondence.
• Type correspondence, legal documents and contracts.
• Prepare plans for departmental changes and program policy procedures.
• Maintain schedules and arrange travel.
• Direct and coordinate activities of support staff.
• Provide guidance and monitor performance objectives.
• Serve as a resource to other office staff.

Skills

English proficiency

Secretarial coordination

Data gathering

Education

High school diploma or GED

2 years secretarial/business college

Tools

Word-processing software

Database applications

Job description

The Executive Secretary performs highly responsible and confidential administrative and secretarial duties which includes receiving, screening and routing correspondence. As secretary to a Division Chief, the Executive Secretary shall conduct special projects and studies by gathering data, coordinating, monitoring and completing assigned projects. Additionally this position shall aid in the analysis and interpretation of data and prepare reports.

The Executive Secretary maintains schedules and makes travel arrangements. This position performs confidential secretarial functions for the Division Chief and/or other professional staff, which consists of typing correspondence, legal documents, contracts, plans for departmental changes, program policy or procedural recommendations.

The Executive Secretary may assist support staff by directing and coordination activities, assigning and reviewing work and providing guidance, direction and monitoring completion of performance objectives. This position shall serve as resources to other office staff and provide guidance in resolving more complex or technical problems. The Executive Secretary shall perform other duties as required

This position requires a high school diploma or GED, plus 4 years of professional secretarial experience; or completion of 2 years of secretarial or business college, plus 3 years secretarial experience. The position requires a thorough knowledge of English, secretarial practices and procedures and office management techniques. Knowledge of composition, grammar, spelling, punctuation and word-processing applications required. Familiarity with database applications may be required. Attendance and the ability to maintain satisfactory working relationships with other employees and the general public are essential functions of this position.

Position requires in office attendance.