Executive Assistant

Agency: Executive Ethics Commission

Closing Date/Time: 11/21/2024

Salary: $65,000 to $70,000

County: Sangamon

Number of Vacancies: 1

Plan/BU: Non Code

 

****************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.

Position Overview

 

The Executive Ethics Commission of the State of Illinois is seeking applicants for the position of Executive Assistant with our Chief Procurement Office for the Capital Development Board.

The Executive Ethics Commission (EEC) is a nine-member, commission. Five commissioners are appointed by the Governor, and one commissioner each is appointed by the Attorney General, Secretary of State, Comptroller, and Treasurer. The Commission promotes ethics in public service and ensures that the State’s business is conducted with efficiency, transparency, fairness, and integrity by facilitating compliance, implementation, and enforcement of the State Officials and Employee Ethics Act. 

The Executive Assistant reports to the Chief Procurement Officer (CPO) for Capital Development Board and provides specialized support in the administration and coordination of the Chief Procurement Office for General Services. Fulfilling these responsibilities in an effective and efficient manner will ensure that the Chief Procurement Office operations are maintained in an effective and efficient manner.

Essential Function

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Performs highly responsible and complex administrative duties, including confidential, sensitive, and controversial matters.
• Assists the CPO and staff in the planning, development, and execution of the procurement processes for the Chief Procurement Office.
• Provides administrative support to the CPO.
• Develops and maintains multiple filing systems, including protests, emergency public hearings, contract actions, general correspondence, and procurement files.
• Prepares formal written correspondence as needed.
• Assists the CPO and staff in developing and maintaining the CPO's SharePoint site and designing and maintaining the CPO's website.
• Analyzes operations and makes recommendations to improve service and increase efficiency.
• Researches and organizes background materials necessary in responding to management inquiries.

Essential Function Continued

• Utilizes electronic systems to provide reports on various aspects of the procurement process, including categories of actions and issues, processing times, values of contract actions, and quarterly reports.
• Develops procedures to provide for consistent, timely, and efficient processing of procurement documents.
• Assists in answering the phone and provides front-line support and a professional presence for visitors.
• Prepares agendas and schedules for meetings.
• Collects and Distributes mail.
• Performs other administrative duties as assigned.

Required Education and Experience

• High school diploma or Equivalent
• 3 + years working in an office environment
• Excellent verbal and written communication skills