at Illinois Department of Innovation & Technology in Springfield, Illinois, United States
Job Description
30% Under direction, serves as Executive Secretary to the Chief Information Officer (CIO) of the Department of Innovation & Technology, supporting Illinois Department of Revenue (DoIT/IDOR):
• Utilizes a personal computer to keyboard from rough drafts, hand-written work papers, and verbal requests, a variety of materials such as confidential and general correspondence, memos, reports, procedures, proposals, etc., to consultants, vendors, job applicants, other State Agencies, professional organizations, officials, agency managers, etc.
• Assists the CIO with the management of various departmental needs in support of day-to-day operations.
• Manages ancillary department offerings and activities such as, but not limited to, luncheons, charitable events, coffee/water fund.
• Composes and keyboards correspondences of a routine and non-routine nature pertaining to Program Area operations, policies, and procedures.
• Reviews and /approves telecom invoicing for program areas.
• Maintains Authorized Personnel Access for Federal Tax data (FTI) areas.
• Utilizes standard software applications including Word Processing, Spreadsheets, Databases, etc., to produce a variety of graphs, forms, charts and reports relative to Program Area reporting and special projects such as flow charts, program specifications, files, and report layouts, tracking data bases, etc.
• Composes confidential personnel material for the CIO and Division Manager(s), e.g., performance evaluations, grievance resolutions, disciplinary actions, strike plans, and other issues.
30% Acts in a liaison capacity to DoIT Revenue managers, officials from other Agencies, representatives of professional organizations, agency managers and personnel, through personal and telephone contact relative to IT operations and services:
• Serves as an office receptionist, greeting office visitors, maintaining CIO and Division Manager(s) appointment calendars, scheduling /coordinating meetings, and reserving meeting rooms.
• Opens, reads, and distributes incoming mail, alerting management staff to correspondence requiring immediate attention.
• Schedules appointments and makes travel arrangements for CIO, Division Manager(s), and staff.
• Reviews Agency payroll invoices for discrepancies/revisions.
• Prepares documents and coordinates the approval of requests, conferences/seminars, training classes, travel, employee travel vouchers, procurement requisitions and receiving documents, etc.
25% Manages and coordinates various departmental activity regarding all aspects of consolidated and shared IT services and special reporting projects:
• Maintains follow-up records to ensure proper completion of projects by Division management staff.
• Monitors confidential IT matters and brings problem issues to the attention of the CIO.
• Reviews and maintains web-based training usage by program areas.
5% Establishes and maintains confidential and general files, including but not limited to, subject, reference, and follow-up files for the Program Area:
• Keeps CIO and Division Manager(s) apprised of status of pending follow-up issues.
5% Serves as coordinator for IT requisitioning of equipment and supplies, assuring proper procedures are followed relative to the availability of funds and internal policy, procedures, and limitations:
• Initiates appropriate requests regarding changes and additions to program area telecommunications equipment, furniture, or PC hardware.
5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
• Provides administrative project assistance.
• Provides administrative support for annual service contracts procured by the Agency.
• Maintains and updates requests for home equipment for agency personnel.
• Maintains department equipment inventory.
• Updates and maintains the Application Resource Tracking System (ARTS).
