Administrative Assistant I- DFS Crime Scene Services

Position Overview

As an Administrative Assistant I for the Division of Forensics Services, under direction, independently functions as the Command’s liaison for code and sworn personnel to include the preparation of personnel transactions. Updates personnel records. Prepares and processes Officer Action Requests and Personnel Action Requests for required changes. Maintains monthly updates of all Crime Scene Services (CSS) personnel rosters, Table of Organization and email groups. Monitors the flow and status of documents routed through CSS. Prepares sworn vacancy announcements, and prepares confidential correspondence and reports related to personnel issues. Handles special requests and assignments for the Training Administrator and CSS Staff. Schedules, attends and participates in meetings and coordinates distribution of agenda/meeting minutes. Assists with travel requests and arrangements for internal and external training. Makes final corrections to updated policies and other CSS documents and manuals. Monitors training schedules to ensure CSS personnel remain in compliance with Department and Command requirements. Develops complex spreadsheets to track the completion of required training, inspections and evaluations. Assists with the planning, developing, coordination and implementation of statewide training to include in-service for current employees. Inputs data/runs reports related to commodity usage and trends. Coordinates distribution of new and replacement equipment to include general crime scene processing equipment, portable radios, and electronic devices such as iPads, tablets, and cellular phones. Prepares travel requests and vouchers. Makes entries/edits to code e-Time system and sworn wage timekeeping systems.

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

• Independently functions as the Command’s liaison for code and sworn personnel to include the preparation of personnel transactions.
• Prepares a variety of routine correspondence and reports.
• Serves as an assistant to the CSS Training Administrator.
• Maintains and orders crime scene commodities and equipment; oversees commodity tracking and distribution.
• Assists Command with the Crime Scene Investigator Certification Program by tracking in-service and other CSS training.
• Serves as a back-up timekeeper for code and sworn employees.
• Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college preferably with coursework in business or public administration.
• Requires one (1) year of responsible professional experience in a public or business organization.

Preferred Qualifications

• Prefers a bachelor's degree or higher with coursework in Public Administration or Business.
• Prefers two years of knowledge in the principles and practices of public and business administration.
• Prefers one year of experience in the principles and functions of standard office practices, methods, and equipment.
• Prefers one year of experience in compiling and preparing administrative reports and records.
• Prefers one year of experience in developing, implementing, evaluating, and enforcing policies, procedures and performance standards.
• Prefers five years of experience using computer software programs and various types of hardware.
• Prefers one year of experience in supervising subordinate staff and providing for their professional development.
• Prefers one year of experience in establishing and maintaining satisfactory working relationships with subordinates and/or co-workers.

Conditions of Employment

• Successful completion of initial and on-going, random, alcohol and drug screens.
• Successful completion of a background investigation.
• Ability to adhere to Illinois State Police's ethical standards.
• Ability to adhere to Illinois State Police's policies and procedures.
• Ability to travel on an as-needed basis.
• No felony or misdemeanor convictions.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

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.