Legislative Services Representative (EA I) - Illinois Secretary of State

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:        Legislative Service Representative - Executive Assistant I
Division:         Executive Office / Legislative Affairs
Union:             Exempt
Location:        501 S Second St, Springfield – Sangamon County
Salary:            Minimum$55,000 - commensurate with experience

Overview: 

Performs responsible and confidential liaison and assistant duties for the Director and professional staff such as creating and editing letters, reports and various documents; independently responds to legislative inquiries and works with other departments in order to coordinate a response; receives answers, or if needed directs phone inquiries; screens calls and incoming correspondence; handles incoming mail; maintains confidential files and records for the supervisor; serves as Records Retention Coordinator for the Department. 

Duties and Responsibilities:

• Serves in administrative capacity as well as performing secretarial duties for the Director and professional staff; prepares confidential correspondence, reports, lists and other documents for signature of supervisor; prepares correspondence, letters, and reports for management staff pertaining to Legislative Affairs policies and operations; may sign supervisors name as directed; receives and screens incoming calls, correspondence and visitors for the supervisor; answers general public inquiries regarding the policies and operations of the Department; arranges meetings or conferences; makes and cancels appointments; prepares travel arrangements and completes travel vouchers.
• Independently responds to inquiries from legislators regarding license plate, title, registration issues and various other issues; as necessary, works with other department staff in coordinating responses; responds to legislative inquiries regarding the status of legislation by accessing the legislative tracking system used by the Department.
• Communicates with lawmakers and/or legislative staff to assist with constituent issues; maintains an accurate record of legislative constituent transactions and files on such; inputs information in a computer database for use by staff.
• Serves as Records Retention officer for Department, maintaining files for the office, and filing any office documents. 
• Performs other duties as required or assigned

Specific Skills:

• Experience with Microsoft Office, including in particular Outlook, Word and Excel.
• Excellent communication and interpersonal skills required
• Knowledge of the Illinois Vehicle Code
• Knowledge of best practices for physical security and emergency preparedness and response. 
• Ability to maintain satisfactory working relationships and communicate effectively with all levels of staff, other law enforcement agencies, and the general public
• Requires possession of a valid Illinois driver’s license and the ability to travel throughout the State to various district offices
• Requires the ability to lift, carry up to 90 lbs and push/pull 25-50 lbs

Education and Work Experience:

Requires knowledge, skill and mental development equivalent to the completion of 2 years of college with 2 years of office experience in an office setting where the candidate had to deal with customers both by phone, in person and in writing OR  4 years of experience in an office setting where the person had to deal with customers both by phone, in person and in writing.  Candidate must have experience with Microsoft Office software and with answering a multi-line phone, with also the ability to communicate effectively via phone or in writing.

Application Process: 

• Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume, or other attachments as needed.
• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.

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