Job Description

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 experience operating common office equipment and tools.

Conditions of Employment

• Requires the ability to pass a background check.
• Requires the ability to pass a drug screen and pre-employment physical.
• Requires the ability to meet all agency vaccine/health-related policies and guidance.
• Requires ability acquire and maintain Cardiopulmonary Resuscitation (CPR) certificate.
• Requires the ability to utilize office equipment, including personal computers.
• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
• Requires ability to travel in the performance of duties, with overnight stays as appropriate.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Work Hours: 8:00AM - 4:00PM Monday - Friday

Work Location: 792 N Main St, Anna, Illinois, 62906

Agency Contact: [email protected]

Posting Group: Office & Administrative Support

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• [email protected]
• [email protected]
• [email protected]

About the Agency:
The Illinois Department of Veterans Affairs is a state agency designed to empower veterans and their families to thrive. We do this by assisting them in navigating the system of federal, state, and local resources and benefits, providing long-term health care for eligible veterans in our Veterans’ Homes and partnering with other agencies and non-profits to help veterans address education, mental health, housing, employment, and other challenges. A career with the Illinois Department of Veterans’ Affairs provides a rewarding and challenging opportunity for individuals. Working together, we create partnerships and experiences that engage and inspire our fellow co-workers and the veterans and their family members that we serve every day.

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