PRIVATE SECRETARY II - State of Illinois : Job Details

Job Requisition ID: 49237Posting Date: 08/15/2025Closing Date: 08/29/2025Agency: Department of Innovation and TechnologyClass Title: PRIVATE SECRETARY II - 34202Skill Option: NoneBilingual Option: NoneSalary: Anticipated Starting Salary: $6,250-$7,208/Monthly ($75,000-$86,500/Annually)Job Type: SalariedCategory: Full TimeCounty: CookNumber of Vacancies: 1Bargaining Unit Code: NoneMerit Comp Code: Excluded from Collective Bargaining CoverageA RESUME IS REQUIRED FOR THIS JOB POSTINGPlease 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.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.Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as the Private Secretary II for the DoIT, in performing highly confidential secretarial and administrative functions and serves as a personal secretary to the Secretary of DoIT. In this position you will establish and maintain highly confidential and general files for the Secretary and maintains and coordinate the Secretary's calendars and reminders. In addition, you will serve as liaison with public officials including Legislators, members of the General Assembly, Governor's Office staff, and others as well as with private officials by explaining and interpreting Agency programs and services. If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!As a State of Illinois employee, you receive a comprehensive benefits package including:* Competitive Group Insurance benefits including health, life, dental and vision plans.* Flexible work schedules (when available and dependent upon position).* 10 -25 days of paid vacation time annually (10 days for first year of state employment).* 12 days of paid sick time annually which carryover year to year.* 3 paid personal business days per year.* 13-14 paid holidays per year dependent on election years.* 12 weeks of paid parental leave.* Pension plan through the State Employees Retirement System.* Deferred Compensation Program - voluntary supplemental retirement plan.* Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).* Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.For more information regarding State of Illinois Benefits follow this link: Functions* Subject to administrative approval, serves as a Private Secretary for the Department of Innovation & Technology (DoIT), performing highly confidential secretarial and administrative functions for the Secretary of DoIT.* Establishes and maintains highly confidential and general files for the Secretary and maintains and coordinates the Secretary's calendars and reminders.* Assembles documentation and independently compiles and prepares complex reports relative to Agency program planning at the request of the Secretary.* Assists the Secretary, Assistant Secretary, and Deputy Secretary of DoIT by ensuring proper execution of Agency policies and various operating procedures to achieve objections and goals of the Agency.* Conducts studies of specific Agency programs/services assigned by the Secretary and confers with management staff to gather data and information.* Receives, reviews, and screens Secretary's incoming mail routing correspondence to the proper Agency area and maintaining follow-up to ensure correspondence is answered in a timely manner.* Serves as liaison with public officials including Legislators, members of the General Assembly, Governor's Office staff, and others as well as with private officials by explaining and interpreting Agency programs and services.* Attends and takes meeting minutes of staff meetings and maintains follow-up records to ensure proper completion of projects by Agency management staff.* Serves as coordinator to other secretarial and administrative support staff within the Agency providing advice and assistance to resolve issues relative to work assignments.* Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.Minimum Qualifications1. Requires knowledge, skill, and mental development equivalent to the completion of two (2) years of secretarial or business college.2. Requires four (4) years of secretarial experience.OR1. Requires the completion of high school.2. Requires six (6) years of secretarial experience.Preferred Qualifications* Six (6) years of professional experience in an administrative support role, including drafting and preparing large varieties of highly confidential correspondence, memos, and other material in relation to policies, procedures, objectives, services, and programs.* Six (6) years of professional experience composing non-routine correspondence for executive-level review, and signing correspondence on behalf of leadership as authorized, exercising delegated executive-level signature authority. organizational objectives and confidentiality requirements* Six (6) years of professional experience establishing and maintaining highly confidential and general files, maintaining and coordinating leadership calendars and reminders, coordinating schedules, arranging, modifying, and cancelling travel arrangements, and completing travel documentation/vouchers in compliance with state and agency policies.* Four (4) years of professional experience independently compiling, formatting and preparing complex reports for program planning purposes, ensuring accuracy, completeness, and timely distribution to internal and external stakeholders.* Four (4) years of professional experience serving as liaison with public officials including Legislators, members of the General Assembly, Governor's Office staff, or private officials by explaining and interpreting programs and services.* Thorough knowledge of the composition, grammar, spelling, and punctuation with the ability to edit and proofread memos, letters, email correspondence, and reports to ensure accuracy, professionalism, and adherence to agency style and tone.* Ability to analyze administrative problems by identifying root causes, evaluating alternatives, and implementing effective, timely solutions.* Ability to develop and maintain cooperative working relationships with associates, vendors, clients, and others fostering collaboration and trust.* Developed verbal and written communication skills to convey information clearly and precisely to diverse audiences, including business users, vendors, State officials, Legislators, the Governor's Office, public and private officials, agency management staff, and others using appropriate formats and delivery methods.Conditions of EmploymentAll applicants must be able to meet the following Conditions of Employment with or without reasonable accommodation, to be considered for this position. The State of Illinois complies with federal and state disability laws and will make reasonable accommodations for applicants and employees with disabilities.* Requires the ability to verify identity.* Requires employment authorization to accept permanent full-time position with the State of Illinois.* Requires the ability to pass a position specific, agency required background check.* Requires self-disclosure of criminal history.* Requires the ability to travel in the performance of duties.* Requires the ability to work outside of normal hours to meet deadlines.* Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.* Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. This 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.The conditions of employment listed are incorporated and/or related to any duties included in the position description.Work Hours: Monday-Friday 8:30am-5:00pmWork Location: 555 W Monroe St, Chicago, Illinois, 60661Agency Contact: Brittany Vespa - [email protected] Group: Office & Administrative SupportThe Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.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] Major Market: Chicago