Managerial Assistant II

Illinois-Secretary-of-Stat; Springfield (IL); On-site; USD 58,000 - 103,000; Full time

Benefits offered by this job

State employee benefits

Job summary

Office of the Illinois Secretary of State in Springfield, IL seeks a Managerial Assistant II to support senior project managers in complex public construction projects. The role involves coordinating with architects, engineers, trades personnel, and other stakeholders to ensure projects meet scope, schedule, and budget.

The position requires a four-year college degree with related public or business administration coursework and at least two years of professional experience, plus strong written

Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four years college preferably with courses in public or business administration
• Two years of professional experience in a public or private organization, or any equivalent combination of training and experience
• Ability to express ideas clearly both orally and in writing
• Willingness to travel and valid Illinois driver’s license as required

Responsibilities

• Assists in planning and developing all phases of a construction lifecycle from initiation to final completion; collaborates with architects, engineers, trades personnel, and other specialists
• Maintains contracts for the division; acts as liaison during warranty periods; tracks funding
• Maintains construction and design drawings and logs; prepares weekly division reports and divisional correspondence
• Assists in development and preparation of the divisional budget
• Other duties as assigned

Skills

Administrative skills

Public administration

Communication

Budget tracking

Time management

Education

Four-year college degree

Job description

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title: Managerial Assistant II

Division: Planning & Development

Union: IFT

Location: 501 S 2nd St, Springfield, IL - Sangamon County

Salary: Range $4,836 to $8,553 monthly – commensurate with experience

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

Overview

Performs administrative construction project management duties working with senior project managers. Assists in managing complex public construction projects for the Office of the Secretary of State. Assists in overseeing multiple projects, project personnel, and design and construction teams. Assists in overseeing all aspects of a construction project from planning and developing to final completion; making sure project is done as scoped, is on time, and within budget.

Duties and Responsibilities

• Assists in the planning and developing of all phases of a construction lifecycle from initiation to final completion; makes sure projects are aligned with design and scope of work. Collaborates with architects, engineers, trades personnel, construction crews, Capitol Development Board, and Office of the Architect as well as other specialists both on staff and under contract. Collaborates with the Department of Budget and Fiscal on bidding documents, contracts, change orders, invoicing. Assists in the development of detailed scopes of work for construction; performs construction project oversight.
• Prepares, maintains, and oversees various operation and maintenance contracts for the Department of Physical Services; acts as Liaison for division during the warranty periods upon completion of project; assists in the tracking of funding for the division.
• Maintains all construction and design drawings and as-builts for the division, keeping logs and records for each project; handles all key loans and keypad access criteria for division; prepares weekly division reports; manages all divisional correspondence; acts as liaison between administrative office and divisional office.
• Assists in the development and preparation of the divisional budget.
• Other duties as assigned.

Education and Experience

Requires knowledge, skill and mental development equivalent to completion of four years college preferably with courses in public or business administration and two years of professional experience in a public or private organization, or any equivalent combination of training and experience.

Knowledge, Skills and Abilities

• Requires working knowledge of administrative practices and methods.
• Requires elementary knowledge of departmental operations.
• Requires ability to express ideas clearly both orally and in writing.
• Requires ability to maintain satisfactory working relationships.
• Requires ability to analyze operational and administrative problems and to adopt an effective course of action.
• Requires ability to deal tactfully with matters of a confidential, sensitive or controversial nature.
• Requires ability to exercise independent judgment in dealing with operational and personnel management problems and to take appropriate course of action to correct such problems.
• Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.

Application Process

• 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.