EXECUTIVE SECRETARY III

at Department of Human Services in Jacksonville, Illinois, United States

Job Description

Position Overview

The Division of Rehabilitation Services is seeking to hire a detail-oriented professional to serve as secretary to the Superintendent at Illinois School for the Deaf in Jacksonville and performs secretarial functions for the superintendent such as composing, transcribing, and keyboarding correspondence, maintaining files, and preparing reports for the superintendent. The Division of Rehabilitation Services (DRS) is the state’s lead agency serving people with disabilities committed to diversity, equity, inclusion, accessibility, and racial justice.  The mission of the Division is to assist individuals with disabilities in achieving their goals of employment, education, and independent living.

• Performs complex secretarial and confidential work for the Illinois School for the Deaf (ISD) Superintendent.


• Prepare reports including charts, graphs, software applications, etc.


• Serves as receptionist to the Superintendent’s Office.


• Enters non-certified staff inventory, unfilled positions, certified staff salaries, positions, evaluations, contract days and time off in the Illinois State Board of Education (ISBE) Employee Information System annually.


• Serves as timekeeper for multiple timekeeping groups.


• Serves as the liaison between ISD and the Director’s office.


• Posts ISD Advisory Council meeting minutes and agenda to the ISD website. 


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

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of secretarial or business college and three (3) years of secretarial experience OR completion of high school and five (5) years of secretarial experience. 


• Requires ability to keyboard accurately at 55 wpm.


• Requires the ability to communicate using sign language at the Intermediate Level (Sign Language Proficiency Interview) using SLPI.

• Three (3) years of experience effectively communicating in written and oral formats and coordinating the day-to-day activities for an administrator in a public or private organization.


• Three (3) years of experience working in a public or private organization in a social or human services field maintaining confidentiality and handling sensitive information.


• Two (2) years of experience meeting deadlines with strong attention to detail while multitasking multiple projects.


• Two (2) years of experience developing and maintaining professional working relationships with staff, customers, vendors, and public.


• Two (2) years of experience developing, proofreading, and revising documents that include correspondence, spreadsheets, reports and presentations for a public or private organization.


• Two (2) years of experience coordinating meeting arrangements, including the maintenance of calendars and travel plans.

• Requires ability to pass the IDHS background check.


• Requires ability to pass a drug screen for drugs prohibited from recreational use under Illinois Law.

*The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.