ADMINISTRATIVE ASSISTANT II - ADMINISTRATIVE SUPPORT

Position Overview

Serves as administrative support for the Public Informatioion office under the Office of the Director; maintains PIO inventory; maintains accurate PIO Fleet information and tracking; orders and maintains general office supplies; compiles and submits travel request and travel vouchers for PIO; tracks PIO training for reporting to the Office of the Director; prepares audit responses at the Direction of Chief Public Information Officer; maintenance or services for equipment (including safety education equipment); contracts for state fair rentals, marketing firms, media campaigns, special event vendors, online media subscriptions, social media management tools, software; purchases for audio/video equipment, safety education materials; monitors and ensures PIO remains within budgetary parameters and allocates appropriated funds; coordinates all paperwork and processes involving Temporary Duty Assignment (TDA), transfers, promotional packets, posting positions, interviews; maintains personnel files; onboarding and offboarding, including phones, computer equipment, building access, IT access. 

About the Agency

​​The Illinois State Police strives for excellence seeking to be one of the premiere 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.

Essential Functions

• Serves as administrative support to the Public Information Office (PIO), coordinating various projects and assignments.
• Handles all procurements for Public Information Office (PIO).
• Assists the Chief Public Information Officer in developing and administering the PIO operating budget.
• Provides support for personnel matters. 
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. 

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of four years of college, preferably with courses in business or public administration.
• Requires two years of professional administrative experience in a public or private organization.

Preferred Qualifications

• Prefers two (2) year professional experience working with organizational procurement policies and programs such as BidBuy, IPG, or similar programs.
• Prefers three (3) years professional experience working with organizational accounting programs.
• Prefers two (2) years of professional experience in developing, administering, or implementing an operational budget.
• Prefers two (2) years of professional experience reviewing organizational allocations, expenses, or monitoring departmental budgets.
• Prefers four (4) years of professional experience working with the principles and practices of public, corporate, or business administration in a supportive role.
• Prefers one (1) year professional experience with human resources in onboarding or offboard personnel.
• Prefers one (1) year professional experience with human resources interviewing personnel to include maintaining confidentiality and handling sensitive information with professionalism.
• Prefers two (2) years of professional experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
• Prefers two (2) years of professional experience effectively communicating with both internal and external officials, providers and/or the general public in oral and written communications.
• Prefers minimum of two (2) years working knowledge and proficiency with MS Office products/software (Word, Excel, PowerPoint), SharePoint, Teams, DocuSign, Adobe Acrobat. 

Conditions Of Employment

• Requires successful passing of a background check.
• Requires successful passing of a drug screen.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions. 

Benefits Package

The Illinois State Police offers a robust benefit package including:

• Flexible work schedules in many program areas
• Health, life, vision, and dental insurance.
• 12 weeks paid maternity/paternity leave.
• Pension Plan
• Deferred Compensation, and other pre-tax benefit programs.
• Employees earn twelve (12) paid sick days annually.
• Ten to twenty-five (10-25) paid vacation days based on years of service.
• Employees earn three (3) paid personal days pro-rated based on start date.
• Thirteen-Fourteen (13-14) paid state holidays annually.