OFFICE SPECIALIST (OPTION 4 COMPUTER SYSTEMS) (UPWARD MOBILITY)

Position Overview

The Illinois State Police is accepting applications for an Office Specialist to assist Patrol District personnel with clerical and administrative duties. Applicant should be comfortable answering the phone and speaking to the public. Applicant must be profiei3ence in Microsoft Office and able to learn new programs. 

Job Responsibilities

1.  As site coordinator for desktop, laptop, and IWIN computers
•    Sets up new computers
•    Installs new software and revisions as necessary
•    Establishes and maintains complicated profiles
•    Ensures all gateway and IP addresses are unique to each unit and security measures are maintained
•    Ensures domain is correct and in working order
•    Sets up network and shared printers
•    Maintains district files on server and ensures appropriate personnel are granted access rights

2.  Uses originality and extensive knowledge of Microsoft Office Products
•    Develops correspondence, tables, graphs, statistical reports, spreadsheets, and shell documents
•    Creates new/original text and data or edits existing test or data
•    Competently drafts and types daily reports and correspondence
•    Responds to deadlines
•    Utilizes multiple software applications to design and format data into useable reports by district command and staff
•    Develops complex macros and tests the same for accuracy

3.  Assists Administrative Officer in logistical considerations
•    Utilizes SAP and BidBuy applications
•    Creates vouchers for submission to Office of Finance and Budget
•    Maintains District budget in Fiscal application through expenditures, transfers, and establishing obligations
•    Maintains monthly reports to ensure all allocated funds are appropriately spent and documented

4.  Serves as district resource person to troubleshoot software problems, questions or needs.
•    Trains code and sworn personnel in multiple software applications used by district/department
•    Acts as liaison with ITC staff concerning updates, complex technical problems and training updates
•    Arranges appointments for service to computers when unable to repair at district level
•    Serves as resource person for telephone system and software support
•    Maintains and supports telephone system and software associated with the system
•    Maintains building security program/ cameras

5.  Serves as an assistant to the district Property Control Officer and Manager
•    Utilizing department inventory system, maintains property control of assigned equipment
•    Performs audits of inventory, initiates and completes transfer and surplus of items
•    Maintains accurate control records of inventory
•    Determines office supply needs with consultation from District Command

(Job Responsibilities continued)

6.  Serves as the district Integrated Strategic Performance Coordinator.
•    Notifies supervisors of sworn evaluation due dates and ensures completion of proper forwarding through the chain of command to the Administrative Services Bureau
•    Compiles documentation for command during the SPEAR Sworn Officer rating sessions and provides guidance as needed.
•    Processes various personnel transactions for the district and makes recommendations to the commander to enhance administrative activities
•    Maintains the district Excel spreadsheet of personnel training records
•    Maintains confidential personnel files

7.  Serves as OSHA Coordinator.
•    Maintain a log of work-related injuries and illnesses
•    Posts OSHA forms in the district
•    Reports to OSHA as needed or directed by district command
•    Serves as the district Benefit Coordinator
•    Provide appropriate benefit forms to personnel and submit to the proper point of contact

8.  Serves as assistant FOIA officer
•    Be familiar with FOIA policy. Interpret request, research, and disseminate appropriate materials
•    Assist the court officer as needed
•    Send reports and video to the local state’s attorney

9.  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. May be required to travel for training or meetings.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to (2) two years of secretarial/business college and one year of office experience
OR
Completion of high school and (3) three years of office experience
OR
Three (3) years of independent business experience

Qualifying state employees, in the employee Upward Mobility Program, may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification. 

Knowledge, Skills, and Abilities

1.    Requires extensive knowledge of office practices and procedures.
2.    Requires extensive knowledge of composition, grammar, spelling and punctuation.
3.    Requires extensive knowledge of arithmetic computations.
4.    Requires extensive knowledge of the logic of computer language/programs.
5.    Requires extensive knowledge of manual and automated office equipment.
6.    Requires working knowledge of agency programs, rules and regulations.
7.    Requires ability to instruct, guide and train others.
8.    Requires ability to establish and develop written instructions and procedures.

Conditions of Employment

1.    Successfully pass a background check.
2.    Successfully pass a drug screen.
3.    Requires a valid driver’s license.