Administrative & Executive Assistance (1)



Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:       Managerial Assistant II
Division: Administration
Union: N/A
Location:       115 S LaSalle St, Chicago, IL - Cook County
Salary:           Range $5,250 to $8,927 monthly – commensurate with experience
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs a variety of administrative functions involving confidential, controversial or sensitive matters; assists in the coordination of securities programs and functions as a liaison with executive staff; assists with annual budget, purchasing/BidBuy, and other fiscal matters; coordinates various aspects associated with contracts; compiles budget reports for the Director, such as deficiency reports; assists forensic accountant by reviewing documentation obtained in the investigation process.

Duties and Responsibilities:

Performs a variety of highly responsible administrative duties involving confidential, controversial or sensitive matters for the Director in the Springfield Office; assists in the coordination of securities programs and functions as a liaison with executive staff.
Prepares budgetary materials for the Department; assists with the annual budget and handles other fiscal/budget matters such as purchasing/BidBuy, accounts receivable, transferring of funds and any other fiscal matters that may arise; responds to inquiries, obtains information and drafts correspondence; provides information to the Director and executive staff often involving confidential matters
Compiles reports for the Director, such as deficiency reports pertaining to the department’s budget; coordinates various aspects associated with all contracts; assists in the development of policies and procedures for the effective administration of programs in the department.
Assists the Forensic Accountant with review of documentation obtained in the investigations process; participates in enforcement actions by providing investigative guidance on issues involving violations of Illinois Securities Laws.
Performs other duties as required or assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to the completion of four (4) years college, preferably with courses in public or business administration AND three (3) years of professional experience in a public or private organization.
Additional requirements may need to be met for applicants to be deemed qualified for individual positions within the class; this may include specific licenses, certification or credentials as related to the position's duties and responsibilities as defined by the Department of Personnel.

Knowledge, Skills and Abilities:

Requires extensive knowledge of administrative practices and methods.
Requires working knowledge of departmental operations.
Requires ability to express complex ideas clearly both orally and in writing.
Requires ability to develop and maintain satisfactory working relationships with management, other agency representatives and the general public.
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:

Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
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.

Managerial Assistant 2

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