PRIVATE SECRETARY II (Confidential Executive Assistant)

Position Overview

The Illinois Environmental Protection Agency (IEPA) is seeking a highly qualified individual to serve as Private Secretary II (Confidential Executive Assistant) to the Director of IEPA.  The successful candidate will have primary responsibility for scheduling, managing incoming and outgoing Director’s Office communications, coordination of special projects on behalf of the Director. Candidates must have strong organizational skills and the ability to exercise independence and good judgement in interactions with government officials, the regulated community, and members of the public. 

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life).  We invite all qualified candidates to apply.

Essential Functions

40% 1. Serves as Confidential Executive Assistant to the Director of the Illinois Environmental Protection Agency (IEPA):
• Gathers and compiles information to prepare highly sensitive and complex correspondence, reports, and memoranda for and on behalf of the Director.
• Acts in an administrative liaison capacity in conferring with Agency bureau and division managers, government officials and their representatives, and state boards and commissions concerning Agency operations.
• Makes travel arrangements and maintains electronic calendar of Director's activities.
• Tracks Director’s Office projects and work assignments, ensuring completion target dates are met.
20% 2. Coordinates special projects at the direction of the Director and senior management.
• Coordinates data collection from the bureaus for projects assigned by the Governor’s Office and other agencies.
• Conducts light research into environmental issues or news.
• Assists with agency appointments to state boards, commissions, and task forces.
• Coordinates other special projects as assigned.
15% 3. Establishes and maintains administrative and confidential files of correspondence, memoranda, reports and other documents.
• Establishes filing systems and monitors completion dates for follow-up on work assigned.
• Utilizes personal computer and other automated office equipment in maintaining and updating filing systems, generating reports or other documents, or responding to inquiries.
10% 4. Receives, reviews and screens incoming and outgoing Director’s Office correspondence for priority and assignment.
• Routes incoming mail and e-mail to appropriate staff for response, noting established completion date. Reviews outgoing correspondence.
10% 5. Receives and screens incoming calls and visitors for the Director.
• Independently responds to nontechnical inquiries involving agency policies and programs.
• Refers complex inquiries to appropriate staff and briefs Director on sensitive issues.
5%  6. Performs other duties as requires or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge skill and mental development equivalent to completion of two years of secretarial or business college and four years of secretarial experience or completion of high school and six years of secretarial experience.

Preferred Qualifications

1. Prefers working knowledge of state agency programs, rules and regulations.
2. Prefers ability to establish and develop written instructions and procedures.
3. Prefers ability to communicate clearly and effectively both orally and in writing.
4. Prefers ability to apply human relations skills to interaction with management, officials of government and private industry, and the public.
 

Conditions of Employment

1. Requires ability to pass a background check
2. Requires ability to travel.
3. Requires a valid and current driver’s license.
* The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.