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JUDICIAL BRANCH EMPLOYMENT OPPORTUNITIES - ADMINISTRATIVE OFFICE OF THE ILLINOIS COURTS - Administrative Assistant 2


   Applicant may be required to submit additional materials and/or complete job specific tests for the position.

POSITION: Administrative Assistant 2 PDF form Job Vacancy Announcement
DIVISION: Executive Office – Springfield PDF form Judicial Branch Employment Application
SALARY: $32,086 (fillable application requires Adobe Reader or Acrobat)
BENEFITS: An attractive judicial branch benefits package is offered, including pension, medical, dental, vision and life insurance, as well as deferred compensation and generous leave time.  
HOURS OF WORK: 8:30 a.m. – 5:00 p.m.  
REPORTING RELATIONSHIP: Logistics and Property Unit Manager  

ESSENTIAL DUTIES:  The Administrative Assistant 2 is responsible for performing public contact work including answering, screening and directing telephone calls and monitoring visitor access with security awareness and greeting and directing visitors. Work involves operating a small telephone console with light to moderate traffic load and requiring the ability to answer routine questions.  This position provides administrative assistant duties to the manager of this unit and other divisions, as needed.  

FUNCTIONS INCLUDE:

  • Answers incoming calls; directs to appropriate person or takes messages and transmits them either manually or through Microsoft Outlook. 
  • Greets and directs office visitors in a pleasant and courteous manner.
  • Monitors visitor's access to the building with security awareness.
  • Understands general job duties and responsibilities of all divisions to properly connect calls.
  • 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 machine.
  • Assists with office support activities and performs administrative assistance to manager(s) and staff.
  • Operates personal computer (i.e. Word, Access, Excel and Outlook) to prepare correspondence and other documents.
  • Processes purchase requisitions, order supplies and prepares invoice and travel vouchers.
  • Sorts incoming mail.
  • Scan and/or photocopy materials/documents.
  • Assists the Logistics Unit with printing projects.
  • 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.

PHYSICAL REQUIREMENTS:  This position requires the ability to sit for extended time periods. This is a professional office working environment requiring telephone usage, the ability to retrieve files and to process written documents.

Interested individuals should submit - via email - a letter of interest, resume, and completed Judicial Branch Employment Application to:

courtemployment@IllinoisCourts.gov

This position will remain open until filled.  However, those persons submitting materials by Friday, April 12, 2019, will be given first consideration.

  EQUAL OPPORTUNITY EMPLOYER