Administrative Division
The Administrative Division of the Department of Physical Services directs, manages, and oversees all operations of the department. This division consists of the Department Director, Chief Deputy Director, Deputy Directors, Assistant to the Director, Personnel Liaison, Fiscal Officer, and support staff in the Springfield and Chicago offices.
- Fiscal Officer
- The Fiscal Division oversees the daily operations of coordinating and processing the Departments' invoices; vouchers; contractual personnel; maintenance and coal contracts; construction project contracts; Court of Claims documentation; and utilities billing and payment for Springfield and Chicago department operations. The Division prepares weekly, monthly, quarterly, and annual reports for the Department Director and or the Department of Budget and Fiscal Management.
- Personnel Liaison
- The Personnel Liaison oversees the daily operations of employees needs on attendance; time earned; overtime; implementation on new policies and procedures; coordinates training programs; handles all disciplinary forms; coordinates yearly evaluations; handles worker compensation packets; leave of absences and work related injuries. Oversees the annual closeout each fiscal year of trade's personnel overtime.
Planning And Development Division
The Planning and Development Division is charged with the obligation of overseeing all major remodeling, maintenance, new construction, and asbestos related projects deemed necessary by the department and agency as a whole. These projects are limited to all state owned buildings under the jurisdiction of the Secretary of State's Office in Springfield and Chicago with the exception of the State Capitol Building.
Construction and Maintenance Division
The Construction and Maintenance Division employs personnel from the building trades and yard maintenance. This division is responsible for construction and remodeling of existing offices throughout the agency associate with approved plans set forth by the Planning and Development Division. Personnel of this division also perform routine building maintenance and upkeep of buildings under the jurisdiction of the Secretary of State i.e., plumbing, electrical, building, brickwork, etc. Yard maintenance employees are responsible for the maintenance of all grounds throughout the State Capitol Complex, the Willard Ice Building, State Library, and the Dirksen Driver's Facility. Services provided include but are not limited to: mowing and watering of lawns, planting, trimming, weeding, and spraying of all plants and trees on said properties. During the winter months, the Yard Maintenance Division and Laborers are charged with keeping the walkways and parking lots associated with these buildings clear of ice and/or snow.
Warehouse Division
The Physical Services Warehouse receives electronic supply requisitions from all units within the Physical Services Department. Those requisitions originate from the various foremen, shift leaders, building managers, and supervisors. Requests for materials required for execution of their responsibilities are contained in the requisition.
Upon receipt of the requisitions, warehouse personnel obtain price quotes from multiple vendors for each item on the requisition. Once pricing is provided, the supply requisition is updated and signature approvals for the purchase of the materials are obtained.
Receipt of the materials occurs at the warehouse and delivery of the materials is performed by warehouse personnel. Once delivery occurs, all appropriate supporting company invoices are forwarded to the department fiscal office for processing.
Additionally, a state wide delivery schedule is maintained. Routine deliveries are made to Peoria, Tilton, Champaign, Bloomington, Chicago, Pontiac, Decatur, Belleville, Granite City, Carbondale, and Benton. Numerous Springfield deliveries occur daily by warehouse personnel.
Windows and small tool replacements are coordinated through the warehouse as well.
Engineering Division
The Engineering Division regulates and maintains the heating and cooling systems of all state owned buildings under the jurisdiction of the Secretary of State's Office including but not limited to the Capitol Complex and three major Chicago facilities.
Custodial Services And Special Events Division
The Custodial Services and Special Events Division is responsible for the cleaning of all restrooms and offices in state owned buildings under the jurisdiction of the Secretary of State throughout Springfield and Chicago. Such duties include but are not limited to: removal of trash and debris, stripping, washing, waxing, and shampooing floors, maintaining the paper recycling program, and other custodial maintenance duties as assigned by the Department Director. Special Events is the liaison to outside entities as well as governmental agencies seeking to schedule and hold special events in state buildings under the jurisdiction of the Department of Physical Services. This division also handle tours of the State Capitol and permits for vigils and special events that require use of facilities.
Shipping And Mailing Division
The Shipping and Mailing Division coordinates the mail services in Springfield, which includes incoming and outgoing mail through the US Postal Services, PONY operations between Springfield and Chicago State offices, and all interoffice mail services throughout the Secretary of State and various other state agencies.
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