IVH-A EXECUTIVE SECRETARY II

​Agency:  Department of Veterans' Affairs 
Position Title: Executive Secretary II
Closing Date/Time:  12/19/2024 
Salary:  $4,766 - $6,632/Mo 
Job Type:  Salaried 
County:  Union 
Number of Vacancies:  1 
Plan/BU:  CF014

 

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 41548

 

 

Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.
 

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Essential Functions

• As Secretary to the Administrator of the Anna Veterans' Home provides information and data to Management level staff relating to programs in their assigned area or to individuals seeking admission to the Facility prepares reports to the Administrator of matters addressed by Federal State or local elected officials takes and transcribes dictation for the Administrator composes and correspondence and signs for the Administrator.
• Collects analyzes interprets and assembles data from various Department heads e.g. work volumes performance indications quality measures for the Administrator's development evaluation and modification of programs within the facility. Monitors projects assigned to other facility staff prepares progress reports and advises the Administrator of project status and problems. Coordinates administrative activities and staff meetings.
• Reviews all external correspondence confers with Administrator prepares response or distributes to appropriate authority for action or response. Maintains confidential files and independently determines information to be disseminated to internal or external sources. Responds to all Freedom of Information requests for the Facility.
• Types and assembles facility Policy and Procedures Manual updates manual to comply with United States Department of Veterans' Affairs Standards of Care and distributes update to all employees. Attends meetings and types minutes for various facility committees and labor management meetings.
• Answers telephones and assists with internal communications by distributing mail drafting memos and posting information on bulletin boards.
• Prepares evaluations of staff reporting to the Administrator and maintains in confidential files.
• Reviews all Incident Reports unusual occurrences in program activities and refers particular problems to the Health Care Review Committee monitors progress on program problem resolutions.
• Reviews internal documents e.g. vouchers requisitions census reports for the Administrator and affixes their signature as approval.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and one (1) year of secretarial experience or completion of high school and three (3) years of secretarial experience.

Preferred Qualifications

• Two (2) years of experience with agency programs, rules, and regulations.
• Two (2) years of experience handling confidential information and sensitive data.
• Two (2) years of experience working with spreadsheets and using them for reports.
• Two (2) years of experience multi-tasking and meeting deadlines in a time sensitive environment.
• Two (2) years of experience establishing and developing written instructions and procedures.
• Two (2) years of work experience utilizing Microsoft Office Suite programs or similar computer programs.
• Two (2) years of work