ADMINISTRATIVE ASSISTANT II - 0050200 [United States]

 

Agency : Illinois State Police
Closing Date/Time: 07/11/2023
Salary: $5,246 - $7,827 Monthly, Anticipated Starting Salary $5,246. CBA Language Applies
Job Type: Salaried Full Time

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County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number

28395

Resumes are recommended to be uploaded to your profile/attached to the application. Please upload transcripts to your application.

Position Overview

Under administrative direction, serves as administrative support to the Human Resources Bureau Chief, coordinating/managing various projects or assignments some of which are sensitive and/or controversial in nature; independently performs a variety of highly responsible administrative staff duties for the Human Resources Bureau (HRB) by assisting in the operational of all functions of the office.

Job Responsibilities

30% Serves as administrative support to HR Bureau Chief, coordinating/managing various projects or assignments some of which are sensitive and/or controversial in nature.

• Coordinates the daily activities of the Bureau Chief, including scheduling of meetings, agenda preparation.
• Independently performs a variety of highly responsible administrative duties for the HRB at the request of the Bureau Chief.
• Prepares correspondence for the Bureau Chief and assists in the operational functions of the office.
• Provides administrative assistance in the receipt, review, assignment and follow-up of all correspondence and projects.
• Revises sensitive policies and procedures relating to disciplinary, performance appraisals, promotional and other personnel matters at direction of Bureau Chief.
• Prepares audit responses for HRB at direction of the Bureau Chief.

15% Assists the Bureau Chief in developing and administering its operating budget.

• Reviews an analyzes prior allotments, expenses, and new incentives and long-range goals.
• Assists in developing final proposals.
• Monitors and ensures the HRB remains within budgetary parameters and allocates appropriated funds.

(Job Responsibilities continued)

15% Serves as liaison to interpret and relay information between the Chief and his/her subordinate staff as well as other divisions, bureaus, and offices within and outside of the Department.

• Advises of any significant problems with procedures, transactions, or projects and recommends appropriate actions.

20% Coordinates and participates in special projects and assignments, some controversial, for the Chief.

• Monitors and maintains sensitive and confidential matters, documents, or files.
• Gathers and analyzes information, makes recommendations and or develops reports of findings.
• Serves as the point of contact for all FOIA, CALEA, Unemployment Claims and subpoena requests submitted to the HRB: referring them to the appropriate staff and tracking responses to ensure timeliness.

15% Performs support duties including preparing and processing vouchers for the bureau including bills for Drug Testing, Awards, and supplies for the photographer.

• Orders and maintains general office supplies; maintains inventory; sorts, opens and distributes incoming mail for the Bureau.

5% Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skills, and mental development equivalent to the completion of four years of college, preferably with courses in public or business administration.
• Requires two years of professional experience in a public or private organization.

Preferred Qualifications

1. Prefers four (4) years’ experience working with practices and procedures in a state agency.
2. Prefers three (3) years’ experience working knowledge of the principles of governmental accounting, program budgeting (SAP), personnel, statistics, and procurement.
3. Prefers three (3) years’ experience with the ability to analyze administrative problems and recommend an effective course of action.
4. Prefers three (3) experience in a confidential administrative role.
5. Prefers minimum of three (3) years’ experience independently preparing professional correspondence.
6. Prefers minimum of three (3) years’ experience performing research and presenting the results effectively in written and oral form.
7. Ability to independently create Excel spreadsheets and PowerPoint presentations using advanced functionality and techniques.
8. Prefers at least four (4) years’ experience working with Microsoft Office programs including Word, Excel, Access, Outlook, and PowerPoint.
9. Prefers three (3) years’ experience working with a project tracking program or tickler software.

Conditions of Employment

• Requires ability to pass ISP background investigation.
• Requires ability to pass a drug test.

Work Hours: Monday - Friday, 8:30am - 5:00pm
Work Location: 801 S 7th St Springfield, IL 62703-2487
Agency Contact: ISP.JobPostings@illinois.gov

Job Family: Office & Administrative Support

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

AGENCY STATEMENT

The Illinois State Police strives for excellence to be one of the premier policing agencies in the country. Our core values are Integrity, Service, and Pride. We are seeking individuals with similar values to join us on our mission to promote public safety.

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

State employees wishing to transfer shall submit a Transfer Request form to the Agency Contact listed above during the posting period.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com

THE ILLINOIS STATE POLICE IS A DRUG FREE WORKPLACE.

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