Executive III

Office of the Illinois Secretary of State

Alexi Giannoulias

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This position requires EPA certification to manage Underground Storage Tank (UST) systems as a Class A/B Operator. This training/certification is not required to be considered but MUST be earned prior to starting in the position. If necessary, training will be provided to the candidate selected by the Office of the Secretary of State.

Supervises, plans, organizes, directs, and evaluates staff; performs administrative work in the execution of policies and procedures affecting the Department including, processing all Secretary of State credit card holder transactions requiring a high degree of discretion; maintains an accurate listing of all holders and card numbers and relates any abuse of credit cards immediately to the Deputy Director of Physical Services;

develops, recommends and initiates improved methods of productivity and office morale. Performs confidential duties including employee and labor relations matters.

• Supervises, plans, organizes, directs and evaluates a moderate-sized statewide program relative to the administration of applicable portions of various laws, rules and regulations under the jurisdiction of the Office of the Secretary of State; reviews existing operational and management procedures; makes recommendations on methods of improving the procedures and determines methods of incorporating approved revisions into the operational flow of the department, thus improving services.
• Oversees daily operations of the Motor Pool; receives and investigates complaints from the general public and other Secretary of State employees directed to the Automobile Administration and Maintenance Department; contacts the appropriate personnel ensuring the swift alleviation to the problem; answers inquiries involving the interpretation and explanation of divisional/departmental policies, procedures and programs; stays apprised of any problems or concerns in the department;
  
  prepares monthly reports on production and activity flow; performs employee and labor relation matters by recommending disciplinary action on support staff members if needed and by implementing procedures to staff as required; maintains confidential files for the department.
• Holds titles for all Secretary of State Vehicles except for the Department of Police, receives all U plates and special plates, and processes vehicles from initial purchase, assignment, trade-ins, junk or salvage; processes all state approved credit cards for the Secretary of State employees; advises the Deputy Director of Physical Services of any abuse of the credit cards, maintains an accurate listing of holders and the activity of the cards, submits in report form to the Deputy Director of Physical Services;
  
  receives all invoices on the expenses accrued with state issued vehicles; corresponds daily with the department of Physical Services Accountants relating any problem or concerns with vouchers; responsible for completing an annual Alternative Fuel Report; maintains and updates the vehicle master monthly control list through direct entry on the computer for all vehicles; determines improved methods of easy retrieval of information;
  
  manages all paperwork for vehicle accidents, which are entered for C.M.S.; manages all vehicle maintenance scheduling; maintains all vehicle scheduling for employees while insuring correct paperwork has been provided.
• Performs general accounting duties including maintaining ledgers and reconciles books, prepares and codes CMS and major oil company vouchers; verifying and maintaining the records of the transactions with the vehicle coordinators; manages gasoline inventory and orders as needed; contacts the outside vendors should a problem arise with services received; immediately consults the Deputy Director of Physical Services if such problems cannot…