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The Role
Provide confidential executive assistant and constituent liaison support to the Director and Legislative Affairs staff: prepare correspondence and reports, screen calls and mail, coordinate responses to legislators, maintain records and records retention, manage appointments and travel, and input constituent transactions into departmental databases.
Summary Generated by Built In
Office of the Illinois Secretary of State Alexi Giannoulias
Job Title: Constituent Services Liaison – Executive Assistant I
Division: Department of Legislative Affairs
Union: N/A
Location: 501 S Second St, Springfield, IL – Sangamon County
Salary: Minimum $55,000 annually – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs responsible and confidential liaison and assistant duties for the Director of the Legislative Affairs Department and professional internal staff such as creating and editing letters, reports and various documents; independently responds to legislative inquiries and works with other departments to respond; 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:
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.
Job Title: Constituent Services Liaison – Executive Assistant I
Division: Department of Legislative Affairs
Union: N/A
Location: 501 S Second St, Springfield, IL – Sangamon County
Salary: Minimum $55,000 annually – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs responsible and confidential liaison and assistant duties for the Director of the Legislative Affairs Department and professional internal staff such as creating and editing letters, reports and various documents; independently responds to legislative inquiries and works with other departments to respond; 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 issues related to the Secretary of State's Office; 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
- Experience with Microsoft Office, specifically Outlook, Word and Excel.
- Excellent communication and interpersonal skills required
- Knowledge of the legislative process and various state agencies preferred
- Knowledge of the Illinois Vehicle Code preferred
- Ability to maintain satisfactory working relationships and communicate effectively with all levels of staff, other state agencies, and the public
- Experience in constituent work or customer support preferred
- Requires knowledge, skill and mental development equivalent to the completion of two years of college AND two years of experience, in an office setting, where the candidate supported customers by phone, in person and in writing. OR
- Four years of experience, in an office setting, dealing 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 and be able to communicate effectively via phone and in writing.
- 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.
Skills Required
- Two years of college and two years of office experience supporting customers by phone, in person and in writing, OR four years of office experience dealing with customers by phone, in person and in writing.
- Experience with Microsoft Office software (specifically Outlook, Word, Excel).
- Experience answering a multi-line phone and communicating effectively via phone and in writing.
- Excellent communication and interpersonal skills; ability to maintain satisfactory working relationships with staff, agencies, and the public.
- Experience in constituent work or customer support.
- Knowledge of the legislative process and various state agencies.
- Knowledge of the Illinois Vehicle Code.
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The Company
What We Do
The Illinois Secretary of State's office is a government agency responsible for administering essential state services. Its primary duties include overseeing the registration of business entities, managing driver and identification services via the DMV, handling vehicle titles and license plates, and maintaining the Illinois State Library and State Archives to serve the public and preserve historical records.
