DOC Lincoln Administrative Secretary to the Warden

Agency:  Department of Corrections - Lincoln Correctional Center

Position Title: Executive Secretary III Opt. 2
Closing Date/Time:  06/25/2024 11:59pm
Salary:  Anticipated starting salary $5,572; Anticipated Starting Salary Range $5,572-$6,178/Month
Job Type:  Salaried 
County:  Logan 
Number of Vacancies:  1 
Plan/BU:  Confidential Exclusion 014

 

****************A RESUME IS REQUIRED FOR THIS JOB POSTING****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

 

Posting Identification Number 38878

Position Overview

The Executive Secretary III position, located at Lincoln Correctional Center, serves as the Administrative Secretary to the Warden. This position performs confidential, sensitive administrative tasks in a diverse agency. This position is responsible for managing the flow of information and data through the Warden's Office and to the Warden. The ideal candidate will be able to process information and materials in a timely manner and convey information effectively through both written and oral reporting. This position is responsible for the Warden's schedule and administrative materials. The ideal candidate will be highly organized, have skills in office management and office systems. This position is also responsible for the reception activities of the Warden's Office. The ideal candidate will have high interpersonal communication skills for use in person, over the telephone, or electronic communications. The ideal candidate would be a self-motivated, task oriented, and team orientated worker. Experience in a Corrections like atmosphere is beneficial to the candidate. We are looking for an energetic candidate looking to be an integral part of the Administrative Team, working with both administrative staff at the institution level as well as executive staff at the Department of Corrections.

Essential Functions

1. As an administrative secretary, conducts routine and special projects, and studies by gathering data, coordinating, monitoring and completing assigned projects of a confidential nature.
2. Keyboards correspondence, memoranda, reports and other documents from prepared material.
3. Serves as Warden's Office receptionist.
4. Maintains confidential files of correspondence including reportable incidents, drills, and system checks.
5. Serves as back up to the Lan Area Network Administrator.
6. Assists the Administrative Assistant II and the Human Resources Representative at the facility.
7. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Knowledge, skill and mental development equivalent to completion of two (2) years secretarial or business college and three (3) years of secretarial experience OR completion of high school and five (5) years secretarial experience.
2. Ability to keyboard 55 words per minute.

Preferred Qualifications

1. Five (5) years of experience working in a correctional setting.
2. Seven (7) years of experience utilizing Microsoft Office to include Word, Excel, and Outlook or similar software products.
3. Four (4) years of experience scheduling appointments and meetings in Outlook or similar office products.
4. At least seven (7) years in office management such as organizing office operations.
5. At least seven (7) years of utilizing manual and automated office equipment.
6. At least five (5) years of experience in implementing policies and procedures, measuring results, and making necessary adjustments.
7. At least two (2) years of experience working with and maintaining confidential information.
8. At least six (6) months experience with labor unions, employee grievances, or employee discipline.

Employment Conditions

1. Ability to pass the IDOC/IDJJ background check.
2. Requires the ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of the position held is prohibited.
3. Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer.

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity, and inclusion. This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to