ADMINISTRATIVE ASSISTANT I - 0050100

About the Position

The Illinois State Police (ISP) Forensic Sciences Command (FSC) is seeking a motivated individual to fill an Administrative Assistant I position. The ISP FSC is the third largest forensic laboratory system in the world, with over 300 employees at seven facilities. This leader is responsible for coordinating various statewide programs and assisting staff from the forensic science laboratories with these programs. This individual will supervise one support staff member and ensure the highest level of quality is being utilized for the public administration tasks. The ideal candidate should be efficient, organized, and a good communicator. This position will work cooperatively with various forensic science laboratory staff throughout the state. 

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. Performs a wide variety of administrative tasks and coordinative services for the Forensic Sciences Command (FSC)

• Coordinates and implements special projects/programs
• Analyzes and drafts reports on specific issues, some confidential, sensitive, or controversial in nature, e.g. recommendations on DII investigation reports; grievances; quality assurance incidents; reorganizations; elimination of forensic services that affect operations, policies and procedures. 
• Researches and gathers information from within the Command, the Illinois State Police, and external agencies on selected areas of forensic policy and procedures. 
• Attends and participates in staff meetings to keep appraised of Division activities
• Interacts with subordinate staff of other department entities such as laboratories, offices and divisions. 

25% 2.  Serves as the Commander's liaison to program/laboratory directors. 

• Assists in the implementation of procedures necessary for conducting the outsourcing of forensic biology/DNA cases
• Be a liaison between the laboratories and the contract vendor laboratory for outsourced cases. 
• Independently responds to inquiries and initiates correspondence regarding pertinent Command outsourcing policies and/or procedures.
• Provide guidance to the laboratories and/or the contract outsourcing vendor laboratory. 
• Attends and participates in meetings as a representative of Command for outsourcing
• Recommends improvements and implements modifications/revisions to processes based upon outsourcing requirements
• Reviews and enters case/sample data documenting which evidence has been outsourced
• Review case/sample data to determine if any data is missing or inaccurate
• Assists in resolving any data problems and obtaining correct information
• Revises/updates formats for documents and databases for capturing critical information

(Job Responsibilities continued)

15% 3. Serves as working supervisor and assigns and reviews work

• Supervises a small staff that assists in the duties
• Provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Prepares performance evaluations and establishes annual goals and objectives
• Approves time off

15% 4. Functions as a staff assistant in the planning and development of Command projects and other tasks.

• Performs duties as the staff assistant to the Commander as well as the Bureau Chiefs by handling inbox, email routine correspondence, and assisting with special projects as requested. 
• Acts as liaison with laboratories on a variety of fiscal, personnel, and  other Command topics. 

10% 5. Assists with reviewing and updating the Command Directives Manual

• Assists in the annual review of the Command Directive policies and procedures
• Independently responds to inquiries, implements, and composes approved changes to the Command Directives Manual.
• Distributes Command Directives manual updates to all forensic laboratories

5% 6.Performs other duties as required or assigned. 

Minimum Qualifications

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

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

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

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

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

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

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

Employment Conditions

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.