AdministrativeAssistant 2 State of Illinois

FUNCTIONS INCLUDE:

Greets and directs office visitors in a pleasant and courteous manner.
Receives incoming telephone calls.
Understands general job duties and responsibilities of all divisions to properly connect calls.
Takes messages and transmits them to proper personnel either manually or through the computerized message system.
Provides routine information upon request to callers, visitors, and staff and refers other questions to appropriate personnel in federal, state, or local governmental offices.
Programs and operates fax machines and telephone answering machines.
Coordinates office support activities and performs administrative assistance to manager(s) and staff.
Operates personal computer (i.e. Word, Access, and Excel) to prepare correspondence and other documents involving matters of policy, meeting minutes, reports, tabulations, and other materials.
Processes purchase requisitions, invoices, and travel vouchers.
Opens, dates, and sorts incoming mail.
Maintains records, reports, and files including financial, personnel, and inventory.
Prepares conference rooms for meetings.
Photocopies materials, makes travel arrangements, orders supplies, schedules meetings, and assists in preparation of seminars and conferences.
Verifies telecommunications invoices.
Contacts public or private organizations to obtain information requested by manager(s).
Performs other duties as assigned.

EXPERIENCE AND EDUCATION: A minimum of two years office experience performing secretarial and/or administrative assistant services to a manager with strong attention to detail or an Associate's degree in secretarial science or other related area. Knowledge and understanding of Illinois judicial branch structure and functions is desirable, but not required.

The successful candidate must possess knowledge of standard secretarial/administrative assistant techniques including office procedures, composition, records management, and office communications; ability to use office machines such as copier, fax machine, and postage machine; ability to organize work effectively and meet required deadlines and schedules; ability to make decisions on established policies/standards and detect deviations from established policies; working knowledge of specialized personal computer applications (i.e. Word, Access, and Excel); associates with employees and the public in a pleasant, courteous, and helpful manner; ability to listen and comprehend individuals who speak rapidly or people who do not speak explicitly; ability to communicate in a clear and friendly voice via the telephone; and responds to change productively.