Administrative Secretary-DCFS Southwest Region

The Administrative Secretary reports to and provides administrative support to the DCFS Southwest Region Director and the Region's Leadership Team and should have senior level knowledge of agency policies, procedures, practices, and advanced administrative skills, and be able to track and adapt to changing needs. They work independently and provide administrative support for a sizable statewide agency by performing the following duties: Coordinating requests for access to the director and assistant directors, and connect partners and staff to the appropriate resource(s); Track key administrative functions across the region, including constituent and OCPO complaints, incentive awards and administrative hearings; Relieving the director, or equivalent, of administrative detail; Acting as a liaison between own agency or work unit and other agencies, work units, organizations, etc.; Maintaining calendars, scheduling and coordinating executive appointments and travel arrangements; Performing routine accounting duties; Creating and editing written materials; Analyzing, reviewing, interpreting, and summarizing data; Coordinating and scheduling projects and/or activities; Manage social security and DSPD processes, including applications and tracking; Serve as the regional Outgoing ICPC liaison Creating agendas, taking minutes, and tracking assignments for multiple high-level meetings; Participating as a member, or acting as a facilitator on committees or special task forces; Coordinating/scheduling meeting or conference rooms and arranging for speakers, meals, equipment, etc.; Tracking legislation or other current events; Reviewing and making recommendations on policy and other documents on behalf of the Director and other members of the leadership team; Supporting communication and clarity in relation to coordination, tracking, and adjusting priorities among the State Leadership Team; Coordinating with Department Public Information Officers and Program Administrators to provide information and respond to inquiries or concerns from the public and other partners; Supervising subordinate staff including hiring recommendations, determining workload, delegating assignments, training, monitoring, and evaluating performance as well as initiating corrective or disciplinary action.