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


POSITION: Administrative Assistant 2 PDF form Job Vacancy Announcement
PDF form Judicial Branch Employment Application
(fillable application requires Adobe Reader or Acrobat)
DIVISION: Executive Office Chicago  
SALARY: $32,086  
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: Office Manager  

ESSENTIAL DUTIES: The Administrative Assistant 2 is responsible for coordinating office support activities and providing administrative assistant duties to the manager and unit staff. This position performs a variety of duties and works independently.

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.

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 or hard copy - a letter of interest, resume, and a completed Judicial Branch Employment Application to:

Administrative Office of the Illinois Courts
Attention:  Human Resource Unit, #0753
3101 Old Jacksonville Road
Springfield, IL 62704
courtemployment@IllinoisCourts.gov

This position will remain open until filled.  However, those individuals submitting materials by Thursday, June 15, 2017 will be given first consideration. 

 

EQUAL OPPORTUNITY EMPLOYER