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ADMINISTRATIVE ASSISTANT I

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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss 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:  Nov 22, 2022
Location: 

Joliet, IL, US, 60432-1260

Job Requisition ID:  16362

Agency :  Illinois State Police 
Closing Date/Time: 12/08/2022
 
Salary:   $4,738-$6,964 monthly, Anticipated $4,738, CBA Language Applies  
Job Type:   Salaried Full Time  
County:   Will  
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 

16362

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

About the Position

 The Illinois State Police (ISP) Forensic Sciences Command (FSC) is seeking a motivated individual to fill an Administrative Assistant I position at the Joliet Forensic Science Laboratory. The ISP FSC is the third largest forensic laboratory system in the world, and the Joliet Forensic Science Laboratory has approximately 40 employees at the facility. This leader is responsible for coordinating various fiscal, personnel, and statewide programs for the forensic science laboratory. This individual may supervise up to four support staff members and ensures the highest level of quality is being utilized for the various public administration tasks. The ideal candidate should be efficient, organized, and a good communicator. This position will work cooperatively with various staff at the laboratory and Forensic Sciences Command. 

The State of Illinois continually strives for a workforce that reflects the growing diversity within the state. A variety of employee backgrounds, perspectives, ideals and experiences is crucial to the ISP's ability to most effectively serve the public. 

Job Responsibilities

30% 1. Serves as staff assistant to the Laboratory Director. 

  • Participates in the analysis of existing operations, budget requests, and equipment in order to make recommendations leading to reduced operating costs, improved services, and greater general efficiency. 
  • Analyzes data that affects laboratory policies and procedures. 
  • Based on analysis, submits to laboratory director recommendations for changes and additions to the laboratory facility operations manual. 
  • Assists in special projects to analyze and improved operational procedures. 

 

30% 2. Supervises the clerical staff, 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
  • Prepares and signs performance evaluations. 

 

20% 3. Coordinates fiscal functions of accounts receivable and accounts payable. 

  • Assists the laboratory director by gathering support documentation for preparation and submission of the annual budget. 
  • Provides input into what monies are needed. 
  • Monitors expenditures and assists laboratory director in controlling expenditures. 
  • Oversees the preparation of invoice vouchers, material requests, and orders for delivery
  • Acts as liaison with outside vendors as well as departmental fiscal personnel. 

 

15% 4. Coordinates personnel matters for the laboratory. 

  • Interprets and explains non-technical policy and procedures to in-house staff and external sources
  • Advises staff on proper submission of personnel paperwork. 
  • Prepares the appropriate necessary documents for personnel actions. 

 

5% 5. Performs other duties as assigned or required. 

Minimum Requirements

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

2. Requires one (1) year professional experience in a public or private organization, or completion of an agency approved professional management training program. 

Preferred Qualifications

1. Possess a Bachelor's degree or higher in Public Administration or Business

2. At least two (2) years of knowledge in the principles and practices of public and business administration. 

3. At least two (2) years of knowledge in the elementary principles of accounting, program budgeting, and procurement. 

4. At least one (1) year of experience in the principles an functions of standard office practices, methods, and equipment. 

5. At least one (1) year of experience in compiling and preparing administrative reports and records. 

6. At least one (1) year of experience in developing, implementing, evaluating, and enforcing policies, procedures, and performance standards. 

7. At least five (5) years of experience using computer software programs and various types of hardware. 

8. At least one (1) year of experience in supervising subordinate staff and providing for their professional development. 

9. At least one (1) year of experience in establishing and maintaining satisfactory working relationships with subordinates and/or co-workers. 

Conditions of Employment

​​​​​​1. Successful completion of initial and on-going, random alcohol and drug screens. 

2. Successful completion of a background investigation. 

3. Successful completion of a polygraph examination

4. Ability to maintain credibility in providing courtroom testimony

     a. Ability to adhere to Illinois State Police's ethical standards. 

     b. Ability to adhere to Illinois State Police's policies and procedures. 

5. Ability to travel on an as-needed basis. 

6. No felony or misdemeanor convictions. 

 

About the Agency

The Illinois State Police strives for excellence, seeking 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.

Work Hours:  Monday-Friday 8:30 a.m.- 5:00 p.m.  
Work Location: Joliet Forensic Science Laboratory, 515 Woodruff Rd Joliet, IL 60432-1260  
Agency Contact:
  ISP.JobPostings@illinois.gov

Job Family:  Clerical and Administrative Support  

 

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

 

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. 

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

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.

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 ISP IS A DRUG FREE WORKPLACE