Confidential Assistant (ADMINISTRATIVE ASSISTANT II, OPTION M1)

Position Overview

The Administrative Assistant II position, located in Sangamon County, serves as a confidential assistant to the Chief Inspector. This position performs highly confidential, sensitive administrative tasks in a diverse agency. This position serves as liaison and spokesperson for the Chief Inspector’s Office, maintaining working relationships with government officials, advocacy organizations and the general public. The ideal candidate will be able to gather, analyze, interpret, and process information and materials in a timely manner and convey information effectively through both written and oral reporting. The ideal candidate would be a self-motivated, task oriented, organized individual with strong interpersonal skills. We are looking for an energetic candidate looking to be an integral part of the team, working with both administrative staff at the institution level as well as executive staff at the Department of Corrections. We encourage all qualified individuals to apply.

Job Responsibilities

1. Serves as high level assistant to the Chief Inspector.
2. Serves as liaison and spokesperson for the Chief Inspector, maintaining working relationships with government officials and representatives on local, state, and federal level, business staff and general public.
3. Conducts research and studies relating to highly sensitive, confidential, and controversial information regarding new legislation, policies, and procedures which have a direct impact on the credibility of the Agency.
4. Reviews, analyzes, and prepares reports for confidential memoranda.
5. Represents the Chief Inspector in responding to inquiries and at meetings and personal contacts made through the Office.
6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

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 two (2) years of professional experience in a public or private organization.

Preferred Qualifications (in Order of Significance)

1. Prefers at least three (3) years of experience working with and maintaining confidential information.
2. Prefers at least two (2) years of professional experience reviewing grievances or internal complaints to determine distribution methods.
3. Prefers at least two (2) years of professional experience creating and maintaining an electronic information database to track data and monitor trends.
4. Prefers at least two (2) years of professional experience responding verbally and in writing to external and internal inquiries.
5. Prefers at least two (2) years of professional experience drafting reports for internal and external review.
6. Prefers at least two (2) years of professional experience communicating and interacting with management, government officials, advocacy organizations, and the public.
7. Prefers at least two (2) years of professional experience taking meeting notes, organizing meeting notes and creating action items.
8. Prefers at least two (2) years of professional experience coordinating internal and external communication strategies.
9. Prefers at least two (2) years of professional experience tracking internal and external correspondence.

Conditions of Employment

1. Requires ability to pass the IDOC/IDJJ background check.
2. Requires ability to pass a drug screen. On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department’s zero tolerance Drug Testing policy. The use of unauthorized drugs, including cannabis, by an employee, regardless of the position held is prohibited.
3. Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer.

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity, and inclusion. This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency's success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

The IDOC team works to service justice in Illinois and increase public safety by promoting positive change in behavior of individuals in custody, operating successful reentry programs, and reducing victimization.

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.