The Role
Manages the statewide Records Center program: plans, directs and evaluates records receipt, storage, destruction and transfers for 60+ state agencies. Supervises five staff, prepares budgets, develops procedures to improve document workflows, advises agencies on records preparation and coordinates transfers and tours. Performs staff evaluations, training, and assists with physical document movement.
Summary Generated by Built In
Office of the Illinois Secretary of State Alexi Giannoulias
Job Title: Executive III
Division: Records Management
Union: N/A
Location: 3765 Winchester Rd., Springfield, IL – Sangamon County
Salary: Range from $5,909 to $11,209 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs supervisory/managerial work in planning, organizing, directing and coordinating a moderate-sized program. In charge of statewide records program. Oversees the receipt, storage, destruction and transfers of documents from over sixty state agencies. Requires a valid Illinois driver’s license.
Duties and Responsibilities:
Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in business or public administration and three years of managerial experience in a public or business organization.
Knowledge, Skills and Abilities:
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: Executive III
Division: Records Management
Union: N/A
Location: 3765 Winchester Rd., Springfield, IL – Sangamon County
Salary: Range from $5,909 to $11,209 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs supervisory/managerial work in planning, organizing, directing and coordinating a moderate-sized program. In charge of statewide records program. Oversees the receipt, storage, destruction and transfers of documents from over sixty state agencies. Requires a valid Illinois driver’s license.
Duties and Responsibilities:
- Plans, organizes, directs and evaluates a statewide records-keeping. program for the Illinois State Records Center. Oversees the receipt, storage, destruction and transfer of documents from over sixty state agencies. Compiles annual budget requests and directs them to the Archives Fiscal Officer.
- Directs a staff of five. Confers with administrative staff to coordinate programs and resolve problems. Completes employee evaluations and personnel/ management relations. Oversees the training of new staff members and assists with the physical movement of documents which are accessed or recycled.
- Maintains production records to ensure proper procedures are in place in order to provide low cost services to user agencies. Constructs and implements strategies to assist in continuing an efficient flow of documents. Reviews forms and procedures, then recommends, develops and implements new procedures to maintain a high level of service while staying within the budgetary constraints.
- Responds to written and oral inquiries regarding Records Center procedures and functions. Advises user agencies on the preparation necessary to get documents into storage. Arranges visits to agencies throughout the state for self and assistant; organizes and develops plans to transfer documents, scheduled by law, to be retained for a specific period. Conducts tours of the Records Center for those involved-in records management across the country.
- Assists with the movement of documents from the State Archives of Illinois Regional Archives Depositories located at various state universities.
- Performs other duties as required or assigned.
Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with courses in business or public administration and three years of managerial experience in a public or business organization.
Knowledge, Skills and Abilities:
- Requires thorough knowledge of the principles and practices of public and business administration.
- Requires extensive knowledge of functions and organization of State government.
- Requires working knowledge of the principles of business accounting, program budgeting, personnel management and statistics.
- Requires elementary knowledge of data processing business applications.
- Requires ability to develop and manage a statewide program.
- Requires ability to analyze administrative problems and adopt an effective course of action.
- Requires ability to develop, install and evaluate new and revised methods, procedures and performance standards.
- Requires ability to exercise judgment and discretion in implementing and interpreting departmental policies and procedures.
- Requires ability to estimate and budget for future needs and cost for personnel, space, equipment, supplies and services.
- Requires ability to develop and maintain cooperative managerial working relationships.
- Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
- Requires ability to lift up to 50 lbs.
- 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
- Completion of four years of college (equivalent knowledge, skill and mental development)
- Three years of managerial experience in a public or business organization
- Valid Illinois driver's license
- Ability to lift up to 50 lbs
- Willingness to travel and conduct visits throughout the state
- Thorough knowledge of principles and practices of public and business administration
- Working knowledge of business accounting, program budgeting, personnel management and statistics
- Elementary knowledge of data processing business applications
- Ability to develop and manage a statewide records program and implement procedures
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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.
