Find EXECUTIVE SECRETARY III, Option 2 - 1403300 1 Job in Springfield, Illinois | Snaprecruit

About the Civil Service Commission

The Civil Service Commission is a 5-member body established by the Personnel Code. It is an integral part of the State of Illinois system of personnel administration. The Commission hears and determines employees appeals of discharge, suspensions, transfers, allocations, layoffs and demotions. It also approves exemptions from Jurisdiction B of the Personnel Code for those positions which, in the judgement of the Commission, involve either principal administrative responsibility for the determination of policy or the way in which polices are implemented. The Commission also approves or disapproves proposed additions or amendments to the Personnel Rules or position classification plan. The Commission has the authority to direct compliance in writing with the requirements of the Personnel Code or Rules when a violation is found.

Job Responsibilities

1. Subject to management approval, serves as the confidential administrative secretary for the Executive Director of the Civil Service Commission (CSC) conducting appeals processing.

• Receives and processes appeals received from employees and others; review appeals to ensure all requisite information is contained in the appeal file.
• Prepares and maintains official Commission file of proceedings; prepares and mails correspondence to litigants relative to individual appeals.
• Tracks appeals to ensure statutory time limits are met; maintains hearing calendar in Outlook and appeal activity log in Excel; assists hearing officers in the scheduling of hearings.
• Proofreads proposals for decision and other documents for grammatical correctness, logical continuity, and consistency with past Commission actions; disseminates proposals for decision and final decision upon final action of the Commission.
• Prepares the record for Administrative Review actions.

Job Responsibilities (Continued)

2. Provides primary support for Commission statutorily required monthly meetings.

• Prepares agenda for Commission meetings, ensuring all required items have sufficient descriptions.
• Receives and scans Personnel Rule amendments and position classifications to be added to Commission agendas.
• Distributes agendas, proposals for decisions, responses, and other meeting materials to Commissioners in a timely fashion.
• Posts agendas on CSC website; prepares and reviews meeting minutes for accuracy and completeness.
• Prepares minutes for Commission meeting, based on information submitted by Commission Staff; maintains minutes in Commission office and website.

Job Responsibilities (Continued)

3. Serves as the confidential administrative secretary to the Executive Director and provides secretarial assistance to other Commission staff.

• Prepares and/or keyboards various correspondence, reports, etc.; sends and receives electronic mail on behalf of self and the Executive Director. Serves as receptionist for the Commission, screening telephone calls and directing them to appropriate staff while independently responding to routine inquiries.
• Schedules appointments and hearings for the Executive Director and other CSC staff, maintains Commission calendar, and arranges monthly CSC meetings.
• Assists in the overall administration of the Commissions responsibilities.
• Researches and gathers information, including material related to appeal investigations and miscellaneous administrative functions.
• Conduct special studies and projects as well as other reports as needed or requested by the Executive Director and performs internet research and researches various internal forms and documents to complete studies.
• Assists FOIA Officer in compiling documents responsive to FOIA requests.
• Maintains the Functional Title Chart of exempt positions and files regarding 4d3 exemptions and class specifications.

Job Responsibilities (Continued)

4. Conducts statistical tracking and prepares statistical and budget reports, and other reports as required.

• Gathers statistical and performance measuring information.

• Prepares reports to meet: Budgeting for Results, Public Accountability Project, Commissions Annual Report, and other required reports.

5. In the absence of the Human Resources (HR) Director, processes payroll and other employee and classification HR transactions under the supervision of the Executive Director.

6. 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 years of secretarial or business college and three years of secretarial experience or completion of high school and five years secretarial experience.
• Requires the ability to keyboard accurately at 55wpm.

Preferred Qualifications

• Prefers ability to compile, review and analyze financial and statistical data and information and develop budgeting and statistical reports.
• Prefers thorough knowledge of composition, grammar, spelling and punctuation.
• Prefers ability to communicate effectively both verbally and in writing.
• Prefers ability to work independently.
• Prefers 3 years of experience utilizing MS Office Suite products including Word, Excel, and Outlook.
• Prefers 3 years of experience preparing correspondence and reports.
• Prefers ability to operate a variety of office equipment including a multi-line telephone system, printers, and a multifunction copier/scanner/printer.
• Prefers at least 1 year experience processing Human Resources transactions such as payroll, employee transactions and classification transactions and ensuring compliance with the personnel rules and personnel code or similar compliance rules and regulations.
• Prefers ability to perform internet research and research various internal documents and forms to compile information for special projects and reports.
• Prefers website management skills posting information and documents to websites.

Employment Conditions

• Requires the ability to keyboard accurately at 55wpm.
• Requires the ability to travel in the performance of duties, with overnight stay as appropriate. Requires appropriate, valid drivers license.
• Overtime is a condition of employment, and you may be required/mandated to work overtime including scheduled, unscheduled or last-minute overtime. This requires the ability to work evenings and weekends.
• This position is considered sedentary work as defined by the U.S Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.
• Must be able to pass a background check.

• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.