Job Responsibilities

20%

1. As administrative secretary to the Materials Engineer, performs a variety of clerical and technical duties to include

• Composing and keyboarding correspondence.
• Performing a variety of advanced word processing functions in accordance with departmental correspondence standards ensuring clarity and accuracy of all correspondence.
• Proofreading and editing all correspondence for content, grammar, format, and punctuation.
• Coordinating workflow to and from the Section Chiefs office ensuring the timely completion of functions, advising Section Chief of concerns and notifying staff of changes and or revisions.
• Advising staff of policy and procedures and procedural changes; analyzing problems and recommending solutions.

20%

2. Prepares routine and non-routine priority correspondence and memoranda for the section pertaining to all phases of material inspections, mixture approvals, soils investigations, geotechnical reports and special reports.

• Develops forms as necessary to complete work.
• Prepares labels, letters and reports as required.
• Logs or searches for correspondence in filing system.
• Scans and sends documents to contractors and material producers as needed.
• Compiles plan review comments and prepares final plan review summary for Section Chiefs signature.
• Monitors plan review deadlines and keeps staff informed of approaching deadlines.

(Job Responsibilities continued)

15%

3. Receives all visitors in the Section Chief's office.

• Screens callers and visitors for the bureau/section chief determining importance, priority and necessity for response.
• Distributes section mail.
• Sorts incoming correspondence and e-mail directing to appropriate section personnel for resolution.
• Independently answers inquiries from departmental personnel, other state/local agencies, the public, and private contractors regarding departmental programs and policies administered by the section.
• Maintains correspondence/documentation files.

15%

4. Tracks leave time and reconciles leave time with timecards. Summarizes overtime, vehicle usage, and other data.

10%

5. Handles all training and travel coordination for the Section.

• Reserves spots in the training classes.
• Arranges travel and hotel reservations for all Materials staff.
• Prepares travel approval paperwork, preparing travel invoices for employee reimbursement.

(Job Responsibilities continued)

10%

6. Maintains the Section's filing systems, both paper and electronic.

• Prepares labels and organizes the Section's paper files and purging old files.
• Purges old files in accordance with the Department's Records Retention policies.
• Scans, names, and uploads documents to the Section's electronic filing system according to established procedures.

5%

7. Provides support to all employees in the Materials Section as needed. This includes making arrangements for office supplies, vehicle repairs, and other needs.

5%

8. Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Knowledge, Skills, and Abilities

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of two years secretarial/business college and one year of secretarial experience or completion of high school and three years secretarial experience.
2. Ability to keyboard accurately at 55 w.p.m.

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 requirements for this classification.

Preferred Qualifications

1. Prefer ability to perform duties with a minimum of supervision.
2. Prefer extensive knowledge of office procedures and district operations.
3. Prefer ability to deal with public, outside agencies and staff in courteous and effective manner.
4. Prefer flexibility and good judgement in managing workload.
5. Prefer confidentiality due to highly sensitive issues and information.

Conditions of Employment

1. Requires the ability to pass a background investigation.
2. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
3. 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.

Position Marketing Statement

The Illinois Department of Transportation is seeking to hire a candidate who can independently perform secretarial duties functioning within the framework of organizational policies, as well as a variety of complex clerical and technical functions for bureau staff.