ADMINISTRATIVE ASSISTANT II

Position Overview

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Administrative Assistant II working directly under the Chief of Staff. The Administrative Assistant II will functions as a confidential staff assistant to the Chief of Staff assisting in the planning, development and execution of operating procedures.  They will serves a the agency timekeeper, conduct a variety of research, studies and investigations of problems which affect the operation and flow of information within the agency, and prepares and submits a variety of agency reports. The ideal candidate will be able to work well with the public, staff and Senior Management. We invite those interested in public safety to apply. 

Essential Functions

• Functions as a staff assistant to the Chief of Staff assisting in the planning, development, and execution of operating procedures.

• Serves as the agency timekeeper ensuring staff timekeeping is reported timely.

• Serves as a full-line supervisor.

• Under the direction of the Chief of staff: Directs and conducts a variety of research, studies and investigations of problems which affect the operation and flow of information within the agency and provides recommendations and solutions to the Senior Staff, and researches federal and state grant availability and submits requests for grant funding where criteria is met for Victim Notification to assist victims of violent crimes and other departments of the agency.

• Prepares and submits agency’s annual and quarterly reports such as: Agency’s Annual Report; assists in Audit reports, TA-2 reports, Exempt Vacancy Reports, Agency Contingency Plans and Agency Workforce Reports.

• 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 college, preferably with courses in public or business administration.
• Requires two years of professional experience in a public or private organization.

Preferred Qualifications

• Prefers at least two (2) years of experience in working as a confidential or executive assistant to upper level management.
• Prefers at least two (2) years experience in assisting or supporting management in daily operations and administration of organizational activities.
• Prefers at least two (2) years of experience in working with confidential, high profile, time sensitive or subject sensitive issues/materials.
• Prefers at least two (2) years experience in timekeeping and reporting.
• Prefers at least two (2) years experience in Microsoft Office, PowerPoint, Access and Docuware software.

Conditions of Employment

• Requires the ability to travel statewide.
• Requires the possession of a valid appropriate driver’s license.
• Requires the ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.
• This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest. The Illinois Governmental Ethics Act (5 ILCS 420/4A et seq.) requires certain state officials and employees to file annual Statements of Economic Interest with the Office of the Secretary of State that will be made available for examination and copying by the public. All employees required to file a Statement of Economic Interest are also required to file the Supplemental Statement of Economic Interest with the Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Prisoner Review Board's mission is to function under statutory authority as a quasi-judicial body with a primary focus on public safety. It further acts as a checks and balances on other state and local institutions. The Board imposes release conditions for incarcerated individuals who are exiting penal facilities, revokes and restores good conduct credits from inmates and conducts hearings to determine whether parolees have violated conditions of parole. The Board also notifies victims and their families when an inmate is about to be released from custody. Finally, the Board makes confidential recommendations to the Governor relative to clemency petitions. To learn more about our agency Click Here.