Overview
Personnel – Training & Administrative Assistant (Mng Asst III) Jobs in Springfield, IL at Illinois Secretary of State
Start the day excited to make a difference…end the day knowing you did. Come join our team.
Job Summary:
The Administrative Assistant (AA) performs administrative and various other duties and projects to support effective ongoing operations to assigned departments. The AA supports leadership by completing various administrative functions to allow the leaders to focus on higher priority responsibilities.
Essential Functions & Responsibilities:
Supports leadership and department through administrative support which include organizing, prioritizing, tracking, and carrying out tasks and assignments in a confidential manner to ensure department efficiency.
Performs special projects under direction of leadership in order to meet identified project goals and objectives. Researches and prepares information, as requested.
Performs routine clerical, administrative, and secretarial responsibilities which require the ability to prioritize and work on multiple tasks independently.
Transcribes and prepares departmental correspondence and reports. Prepares policies, meeting minutes, forms, guidelines, and other general typing, as directed.
Screens and schedules calls, disburses appropriate information, and refers and discerns the need to alert leaders of matters needing immediate attention.
Interacts with all internal and external department customers to give assistance, answer questions, and facilitate departmental operations. Assists with onboarding, scheduling, and provider tracking of timecards and schedules.
Maintains daily appointment calendars. Schedules and coordinates meetings which may include registration, travel, and lodging arrangements. Helps to ensure that the assigned leaders meet deadlines; as well as attend appointments, events, and meetings on the calendar.
Provides support for various meetings in planning arrangements and works in partnership with others to ensure all needed parties are able to attend.
Provides clerical support in creating meeting materials, enhancing audio-visual presentations, and ensuring properly working equipment, taking minutes and other assigned tasks.
Participates in the creation and maintenance of a filing system which organizes materials to ensure quick accessibility.
Monitors and maintains levels of office supplies which include processing vouchers and requisitions to assist in the maintenance of necessary equipment and supplies.
Participates in educational programs to enhance professional growth and development. Keeps abreast of current educational literature related to position.
Performs other duties and responsibilities as assigned.
Qualifications:
High school graduate or equivalent required, with some college preferred.
At least three years of recent secretarial experience required; administrative experience in a healthcare setting preferred.
Proficient interpersonal, writing, and other communication skills required.
Previous experience with Workday, Microsoft Office, and personal computer knowledge including, but not limited to; word processing, spread sheets, electronic calendars, database management, graphics, presentations, and internet communications preferred.
Familiarity with EPIC EMR related to Anesthesia documentation highly desirable.
As an EOE/AA employer, the organization will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.
Title: Personnel – Training & Administrative Assistant (Mng Asst III)
Company: Illinois Secretary of State
Location: Springfield, IL
