Basic Functions:
Navigate the IL General Assembly website, including, but not limited to printing reports and schedules, coordinate Zoom and in-house meetings and conferences. Be proficient in paper filing systems, and quick to learn internal image filing systems (ImageRight).Establish a working relationship with the building management team.
Specific Position Responsibilities:
- Track legislation, legislative calendars, prepare schedules, reports, and the Primary Lists.
- Work with the Governmental Affairs staff improving efforts in monitoring legislative activities.
- Coordinate Zoom meetings, conference calls and in-house meetings with staff and with outside contacts.
- Type, word process, scan, and proofread correspondence and documents.
- Assist in maintaining internal image filing system ImageRight and paper files.
- Work with the tenants, building management, building guard, and the Senior Director resolving building issues.
- Investigate Compliance obligations and continue to work with Compliance as requirements continue to develop.
- Work with and serve as back-up for the other secretaries as needed.
- Be responsible for purchase requests for common office supplies, office stationery and procedures for same.
- Assure Springfield office is compliant with all ISMIE/ISMS policies and procedures. Work with the Human Resources division to develop any needed materials for Springfield.
- Additional duties and responsibilities as required.
Desirable Qualifications:
High school graduate or equivalent. Three years office experience, including navigating the internet and Zoom conference meetings. Excellent word processing and typing skills. Must be a service-oriented individual capable of working well with a wide variety of personalities and multi-tasking.
Essential Physical Requirements of Position:
- Visual acuity to read written information in a standard font.
- Ability to communicate verbally.
- Ability to operate a keyboard/computer; and to read from a computer screen and operate a telephone.
- Ability to participate in presentations and meetings.
- Ability to move about to accomplish tasks, attend meetings and scheduled events.
Internal and External Contacts:
Governmental Affairs, Compliance, Legal, Finance, Purchasing and Administration, Physicians, building management, tenants, state agency staff, legislators staff, and the public.