Posted 4 weeks ago

Secretary III – Roadway

Company: Illinois Tollway
Category: Office and Administration

 Downers Grove

Type: Full Time

The Illinois Tollway has an opening for the Secretary III – Roadway position. The Secretary III (Roadway) serves as a strategic partner to the user department’s leadership team. The Secretary III (Roadway) is the first point of contact for a department, provides high level and key administrative support for senior leadership, and ensures the smooth delivery of daily operations. Will report directly to the General Manager of Roadway Maintenance within the Maintenance & Traffic Division. The incumbent has no subordinates. The incumbent regularly provides secretarial support to the Roadway Maintenance Manager and District Roadway Managers and assists them to ensure that work is being completed and that the objectives of the department are being met. The Secretary III must be able to work well under pressure to ensure smooth operation on a day-to-day basis. Shift time is from 7am-3pm. Remote and will also have office on second floor. This is a union position.

  • The incumbent monitors and updates the Roadway Management Staff calendars and advises them of any conflict of dates or times. This function results in a harmonious daily routine.
  • This position requires the incumbent to sit in on important departmental meetings as needed, taking notes and transcribing them for distribution to all personnel as required.
  • Confidentiality ranks high in this position, as personnel related reports and salary statistics come across the incumbent’s desk frequently and he/she is often called upon to maintain security.
  • Various reports are generated by the incumbent, usually on a monthly basis. Many of these reports are created with the utilization of our in-house computer systems.
  • Answers incoming telephone calls and fields these calls to the proper party within the department.
  • Monitors and keeps updated the filing system currently used by the manager. Establishes a filing system compatible to the needs of the department.
  • Types, copies, and distributes all correspondence dictated and generated by the supervisor.
  • Sorts and distributes mail to personnel within the Maintenance Division.
  • Keeps employee attendance records and processes the necessary forms.
  • Develops monthly attendance summary report for employees within the Unit assigned.
  • Monitors, corrects and advises field staff of timekeeping procedures.
  • Processes pay checks for hourly personnel on a bi-weekly basis.
  • Cross-trains with other Secretaries in the Maintenance Division to assist with coverage during absences.