Position Overview

The Executive Secretary I position is an integral part of the facility administrative team. We are looking for an energetic, self-motivated administrative secretary who will assist with conducting special projects, gathering data for reports, confer with other government office representatives and the general public concerning rules, regulations and procedures. We encourage all qualified candidates to apply.

Job Responsibilities

• As an administrative secretary, conducts special projects and studies by gathering data, coordinating, monitoring, and completing assigned projects.
• As secretary, prepares and keyboards highly confidential correspondence, minutes of staff meetings and other meetings.
• Maintains accurate files of D.R.’s. A.D.’s, I.D.’s advising Assistant Wardens of changes.
• Prepares documents notifying appropriate staff of department head meetings and of scheduled meetings for committee in which the Assistant Wardens are chairpersons.
• Functions as a receptionist.
• Arranges travel for personnel.
• Plans and orders offices supplies.
• Serves as backup Major’s Secretary.
• 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 secretarial experience OR completion of high school and three (3) years of secretarial experience.
• Requires ability to keyboard 55 words per minute.

Qualifying state employees in the employee Upward Mobility Program may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirement for this class.

Preferred Qualifications

• Prefers at least one (1) year of experience of performing office secretarial duties/responsibilities.
• Prefers at least one (1) year of experience of utilizing Microsoft Office Tools.
• Prefers at least one (1) year of experience interpreting data in preparing reports.
• Prefers at one (1) year experience in preparing agendas, scheduling meetings and taking notes.
• Prefers at least one (1) year of experience in preparing correspondences to staff, individuals in custody and the public.
• Prefers at least one (1) year of experience of answering telephone calls and resolving situations.
• Prefers at least one (1) year of experience in a correctional setting.

Conditions of Employment

• Requires ability to pass the IDOC/IDJJ background check
• Requires ability to pass a drug screen. On January 1, 202, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to product, consume and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department’s zero tolerance Drug Testing policy. The use of unauthorized drugs, including cannabis, by an employee, regardless of the position held is prohibited.
• 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 thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued,

respected, and included.

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in behavior of individuals in custody, operating successful reentry programs, and reducing victimization.

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; tuition reimbursement; and pre-tax benefit programs.

The department also offers extensive training and career advancement opportunities.

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.