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Confidential Assistant to Warden (Administrative Assistant II)

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Jun 9, 2021
Location: 

Decatur, IL, US, 62526-9640

Job Requisition ID:  4101

Agency:  Department of Corrections 
Closing Date/Time:  06/23/2021 
Salary:  Anticipated Starting Salary: $55,000-$60,000 
Job Type:  Salaried Full Time 
County:  Macon 
Number of Vacancies:  1 
Plan/BU:  Confidential Exclusion 028 

Position Description

The Administrative Assistant II position, located at Decatur Correctional Center, serves as a confidential assistant to the Warden. This position performs highly confidential, sensitive administrative tasks in a diverse agency. This position serves as liaison to IDOC Labor on employee grievances and contract issues and serves as the Employee Review Hearing Coordinator. The ideal candidate will be able to process information and materials in a timely manner and convey information effectively through both written and oral reporting. This position is responsible for overseeing all human resource transactions including participating in the Rutan interview process.  The ideal candidate would be a self-motivated, task oriented, organized individual with strong interpersonal skills.  A background in policy and procedure would be a plus for our ideal candidate.  We are looking for an energetic candidate looking to be an integral part of the Administrative Team, working with both administrative staff at the institution level as well as executive staff at the Department of Corrections.

Job Responsibilities


 

20% Serves as confidential assistant performing duties which are sensitive and controversial in nature and which have a direct impact on the creditability of agency operations and programs.

•     Responds to offender and staff inquiries and requests, screens and prepares formalized responses for signature.
•     Signs routine correspondence.
•     Prepares monthly reports which are sensitive and controversial in nature for submission to the Bureau of Operations.

 

20% Serves as Employee Review Hearing Coordinator.

•     Schedules and routes Employee Review Board (ERB) referrals to appropriate hearing officers.
•     Reviews all ERB recommendations for consistency and appropriateness.
•     Notifies Warden of specific cases that are problematic.
•     Ensures that ERB's are completed timely and that discipline is started prior to any deadline as required by Administrative Directive, Departmental Rules, Personnel Code and Collective Bargaining Agreement. 

 

10% Reviews and responds to offenders' letters and requests.

•     Reviews Adjustment Committee summaries to ensure the Warden is apprised of specific issues and situations.
•     Conducts offender interviews.
•     Oversees the process of items received in the mailroom of a questionable nature are ran through Assistant Warden of Operations for security issues and the Chief Public Information Officer for any media requests or surveys, etc.
 

Job Description (continued)

10% Serves as full-line supervisor.

•     Assigns and reviews work.
•     Provides guidance and training to assigned staff.
•     Counsels staff regarding work performance.
•     Reassigns staff to meet day-to-day operating needs.
•     Establishes annual goals and objectives.
•     Approves time off.
•     Adjusts first level grievances.
•     Effectively recommends and imposes discipline up to and including discharge.
•     Prepares and signs performance evaluations.
•     Determines and recommends staffing needs.

 

5% Coordinates, reviews and maintains up-to-date policy and procedures as related to Administrative Directives, Department Rules and Institutional Directives.

•     Assists management with the external audit process by gathering data for management's review.

 

5% Serves as Media Liaison.

•     Acts as contact person for local medial to provide positive responses.
•     Provides information about local events and staff to IDOC Public Information Office for department newsletter.
•     Assists in dealing with medial crisis situations.
•     Coordinates media interviews with offenders.
•     During critical incidents will provide prepared statements from information obtained from the Incident Commander or Chief Public Information Officer.

                                                 
•     Participates in the interview process as a certified interviewer.
•     Serves as a member of local promotion boards.
•     Serves as institutional liaison between Prisoner Review Board, Administrative Review Board, and Decatur Correctional Center to coordinate meeting dates and participants.

 

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

Qualifications

Minimum Qualifications

1.   Knowledge, skill, and mental development equivalent to completion of four (4) years of 
college, preferably with course in public or business administration.

2.   Two (2) years of professional experience in a public or private organization.

Preferred Qualifications {In Order of Significance)

1.   At least two (2) years' experience supervising employees.

2.   At least one (1) year experience working with an employee discipline process.

3.   At least one (1) year experience working in a correctional setting.

4.   At least one (1) year of human resources experience.

5.   Experience utilizing word processing software, spreadsheet software, and databases.

6.   Experience researching and interpreting bargaining unit contracts.

7.   Ability to work in a confidential setting.
 

Conditions of Employment

  1. Requires the ability to pass the Illinois Department of Corrections background check. 
  2. On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department’s zero tolerance Drug Testing policy.  The use of unauthorized drugs, including cannabis, by an employee, regardless of the position held is prohibited. 

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity and inclusion.  This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

 

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

 

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in offender behavior, operating successful reentry programs, and reducing victimization.

 

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; tuition reimbursement; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

 

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.  We invite all qualified applicants to join our team.

Work Hours:  8:00 am - 4:00 pm Monday - Friday 
Work Location: Decatur Correctional Center: 2310 E Mound Rd Decatur, IL 62526-9640 
Agency Contact:  Tara.Owen2@illinois.gov 
Job Function: Clerical and Administrative Support; Public Safety