ADMINISTRATIVE ASSISTANT II - FOIA AND RECORDS RETENTION COORDINATOR DDO NORTHERN

Position Overview

The Illinois State Police (ISP), Division of Criminal Investigation, is seeking a qualified candidate to serve as an Administrative Assistant II – FOIA and Records Retention Coordinator.  This position processes and responds timely to FOIA requests on behalf of the Division, ensuring compliance with FOIA policies. Manages shared resources, conducts searches, and communicates with the agency's FOIA Officer.  Collaborates with and serves as a backup to the Central-Southern FOIA to ensure the timely processing of all Division FOIA requests.  Assists with records retention and reporting requirements.  Maintains agency contacts and record holders.  Confers with management on administrative concerns. Assist with the transfer and completion of FOIA forms.  Successfully completes all required training.  Performs other duties as assigned or requested, which are reasonably within the scope of the duties above.

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

• Under the general direction of the Chief of Staff, serves as the Division of Criminal Investigation’s northern region FOIA Liaison and Records Retention Coordinator organizing, planning, executing, controlling, and evaluating all FOIA requests on behalf of the Division.
• Assists in implementing policy for the maintenance of Division records.
• Plans for the efficacious implementation of approved procedures for processing FOIA requests by maintaining a full working knowledge of all Division programs and procedures, record sources, and retention schedules.
• Confers with management and the FOIA Officer on the integration of program function improvements to improve compliance with FOIA and reduce FOIA Appeals.
• Assist management with special projects as needed.
• Performs other duties as assigned or requested 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 coursework in business or public administration.
• Requires two years of professional experience in a public or private organization.

Preferred Qualifications

• Prefers one (1) year of professional experience working with the principles and practices of public and business administration.
• Prefers one to two (1-2) years of professional experience working with a variety of agency policies and directives as they relate to FOIA administrative processing and records retention, including State Freedom of Information Act (5 ILCS 140/1 et seq.) and State Records Act (5 ILCS 160/1.5).
• Prefers one to two (1-2) years of professional experience developing and managing a small agency function program.
• Prefers one to two (1-2) years of professional experience establishing effective working relationships with agency personnel for the preparation and reporting of FOIA responses.
• Prefers one (1) year of professional experience using Microsoft Office products including but not limited to Word, Outlook, Excel, and Teams.
• Prefers one to two (1-2) years of professional experience analyzing administrative problems and adopting an effective course of action.
• Prefers one to two (1-2) years of professional experience developing, installing, and evaluating new and revised methods and procedures and performance standards.
• Prefers one to two (1-2) years of experience with the Agency’s organizational make-up and records management system and interpreting department policies and procedures.

Conditions of Employment

• Requires the ability to successfully pass background investigation.
• Requires the ability to successfully pass drug screening.
• Requires the successful completion of the ISP FOIA Confidentiality Agreement.
• Requires the successful completion of the Illinois Attorney General’s annual FOIA Officer training.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This requires the ability to work evenings and weekends.
• 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.