Executive IV

About the role

Location: 501 S 2nd St, Springfield, IL – Sangamon County

Overview: Performs managerial work in the planning, organizing, directing and coordinating of the Planning & Development Program and the Special Events Statewide Program for the office. Confers with architects, engineers, contractors, Capitol Development Board and the Legislative Space Needs Commission on guidelines, bids, contractual obligations, etc.; establishes and prioritizes projects with consent of Director; responsible for the preparation of all proposed budgets for major projects; directs management research studies; directs the effectuation of new/ revised/ current program policies and practices; assists in policy development and program changes; reviews and drafts proposed legislation; compiles and submits proposed budgetary documentation; prepares complex administrative reports; confers with other management staff and other departmental management staff to coordinate program activities and resolve administrative problems; attends meetings.

Responsibilities

• Through subordinate supervisory staff, plans, organizes, directs, coordinates and evaluates subordinate staff involved in coordination of special events and tours, assigns, organizes distributes work functions for the division ensuring adherence to program policies and procedures and major construction and renovation projects in the Capitol Complex and facilities under the jurisdiction of the Office; assigns, organizes and distributes work functions for the division ensuring adherence to program policies and procedures; determines, establishes and implements operational procedures and workflow; recommends actions affecting subordinate staff; approves work standards and authorizes time off.
• Confers with architects, engineers, contractors, Capitol Development Board, Legislative Space Needs Commission, management staff and other departmental management staff on guidelines, needs, bids, contractual obligations, development of all source documents, change orders, pay meetings, etc; establishes and prioritizes projects with consent of the Director; responsible for the preparation and implementation of all proposed budgets for major projects; ensures soundness and approval of all contracts by the Executive Office prior commencement of activities; directs management research studies relative to the Special Events, Tour Guide programs to determine needed program, policy and/or procedure revisions or the establishment of new initiatives, long-range plans to facilitate major rallies, demonstrations and events, efficient operation of all Capitol tours; compiles and submits complex administrative reports for such to the Director for approval; directs the effectuation of new/revised/current program policies and practices and apprised of all construction agreements, concerns and/or problems relative to such.
• Directs management research studies relative to the Planning & Development program to determine needed program, policy and/or procedure revisions or the establishment of new initiatives; compiles and submits complex administrative reports for such to the Director for review and approval; directs the effectuation of new/ revised/current program policies and practices; assists the Director in policy development and needed program changes; reviews proposed legislative changes to determine impact on department; assists the Director with drafting proposed legislation as required; compiles and submits proposed budgetary documentation for the division to the Director for approval; prepares complex administrative reports on division activities for submittal to the Director including volume of special events for the previous year, estimated cost of personnel overtime expended and projected personnel, equipment and budgetary needs for the upcoming year.
• Reviews proposed legislative changes to determine impact on department; drafts proposed legislation as required; compiles and submits proposed budgetary documentation for the division to the Director for approval; prepares complex administrative reports on division activities for submittal to the Director; attends all major rallies, demonstrations and events; oversees and directly coordinates division employees at these events; works with event organizers to address special needs and set-up requests; serves as liaison with contractors by coordinating and approving elevator and escalator maintenance for buildings under the jurisdiction of the Secretary of State’s Office.
• Confers with other management staff and other departmental management staff to coordinate program activities and resolve administrative problems; attends departmental meetings and/or workshops, seminars, etc., as required; keeps management staff apprised of program, policy or procedural changes.
• Performs other duties as required or assigned.