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ADMINISTRATIVE ASSISTANT I-0119

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:  Apr 6, 2021
Location: 

Pinckneyville, IL, US, 62274-3418

Job Requisition ID:  236

Posting ID:  236

Agency:  Department of Corrections  
Closing Date/Time:  4/20/21/  11:59 
Salary:  Anticipated starting salary $4546 per month; CBA applies; $4546 - $6737 per month 
Job Type:  Salaried Full Time 
County:  Perry 
Number of Vacancies:  1 
Plan/BU:  RC028 

 

Collective Bargaining Agreement language applies to this posting:

We are currently transitioning away from a paper application process to an electronic application process.  This position has not been transitioned. Please follow the directions below when applying to this position.

 

*****DO NOT APPLY ONLINE*****

Follow the application instructions below to apply to this position.

Position Description and Job Responsibilities

Under general direction of the Warden (SPSA), serves as assistant to Warden; researches, gathers information and independently performs special projects and studies; analyzes and interprets data; develops and prepares special reports; provides guidance and direction to staff and inmates in resolving problems in the administrative office, coordinates audit assignments to assess and make recommendations for improvements based on system testing and analysis. Serves as liaison with facility management regarding the audits in assigned area. Develops summaries and reports on completed audits for Warden's review. 

25%  Serves as assistant to the Warden.  Researches and gathers information and independently performs special projectes and studies within the section, some of which are complex and sensitive in nature.  Analyzes and interprets data.  Devlops and prepares special reports assists in obtaining and coordinating information from various areas of the Agency which is needed for presentation, etc. made by the supervisor and other professional staff.  Provides assistance with the coordination of the center's audit process.  Develops audit instruments that will effectively assess the operations, programs and security management procedures.  Monitors ongoing competancy based internal audits of designated Department Rule,  Administrative Directives and Institutional Directives.  

20%  Provides guidance and direction to staff and inmates in resolving problems in areas encountered within the scope of the administrative office.  Maintains confidentiality and awareness of matters which impact directly or indirectly on staff and/or inmates within the Center.  Serves as backup to human resources staff in their absence.  Provides information , data collection , updating applyiing personnel rules, plans, bargaining agreements and studies/projects in human resources administration.  

15%  Coordinates audit assignments to assess and make recommendations for improvements based on system testing and analysis.  Answers members questions regarding the procedures for conducting the audit.  Monitors assigned audits to ensure timely submission and reviews for accuracy to ensure compliance of adminstrative directives as they relate to the audit process.   

10%  Serves as liaison with center managment regarding the audits in assigned area.  Confers with staff to discuss findings and interprets Agency and center directives to promote corrective action and to ensure compliance.  

10%  Coordinates interinal reviews and audits relative todirectives received from general office.  Reviews and maintains Administrative Directives received.  Interprets directives to ensure Center's compliance when coordinating audits. 

 

 

Job Responsibilities Continued

10%  Develops summaries and reports on completed Audits for Warden's review to ensure Warden is apprised of findings, issues and situations that may impact on the Center's administration.  Recommends changes based upon Agency Directives. 

05%  Maintains audit files.  Updates files to include new and revised Adminstrative and Institutional Directives.

05%  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.  

Minimum Requirements

  • Requires Knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in public or business administration.
  • Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program. 

Employment Conditions

  • Requires the ability to pass the IDOC/IDJJ background check. 
  • 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.  

Work Hours:  8:00 am-4:00 pm with Sat/Sun Days off  
Work Location: Pinckneyville C.C., 5835 St. Route 154, Pinckneyville, IL 62274  
Agency Contact:  Rachael Aguiniga, Rachael.J.Aguiniga@illinois.gov  
Job Function:  Clerical and Administrative Support  

CANDIDATES MUST SUBMIT A SEPARATE BID FORM AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. PLEASE USE THE REQUISITION ID FOR THE BID # ON THE APPROPRIATE APPLICATION FORM.

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

 

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.