DOC Confidential Assistant to Manager of Labor Relations

Position Overview

Serves as a driven, detail-oriented Confidential Assistant supporting statewide Labor Relations operations. Independently manages grievance and arbitration processes by researching labor agreements, compiling case files, coordinating witnesses, and preparing documentation for Unfair Labor Practice responses. Acts as liaison between the Agency, Illinois Department of Central Management Services (CMS), AFSCME, and correctional facilities statewide to ensure compliance and timely case resolution. Requires strong organizational skills, sound judgment, and the ability to work independently while handling sensitive, high-priority matters with discretion.  We encourage all qualified applicants to apply.

Essential Functions

• Serves as confidential assistant in gathering information to complete statewide projects.
• Provides advice and consultation to labor administrators, facility management (Chief Administrative Officer), facility labor liaisons and hearings officers with regard to level of discipline imposed on rule violations, contract interpretation, employee review hearings, labor agreements, grievance resolutions and arbitration decisions.
• Schedules witnesses and prepares investigations for impending arbitration cases.
• Researches Unfair Labor Practice suits filed against the Agency and submits all supporting documentation as part of Management's response.
• Delegates and reviews 3rd level grievance documentation requests to Wardens and Supervisors' reviews grievance documentation submitted by facilities prior to being heard on the 3rd level grievance agenda.
• Composes and edits complex correspondence.
• 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 (4) years of college, preferably with courses in public or business administration.
• Requires two (2) years of professional experience in a public or private organization.

Preferred Qualifications

• Prefers at least three (3) years of experience implementing personnel and labor relations policies and practices.
• Prefers at least three (3) years of working with and maintaining confidential information.
• Prefers at least three (3) years of working experience in a correctional and/or similar like setting.
• Prefers at least three (3) years of experience interpreting labor agreements.
• Prefers at least three (3) years of professional experience reviewing grievances or internal complaints to determine distribution methods.
• Prefers at least two (2) years of professional experience creating and maintaining an electronic information database to track data and monitor trends.
• Prefers at least two (2) years of professional experience responding verbally and in writing to external and internal inquiries.
• Prefers at least two (2) years of professional experience communicating and interacting with management, government officials, advocacy organizations, and the public.
• Prefers at least two (2) years of professional experience taking meeting notes, organizing meeting notes and creating action items.
• Prefers at least two (2) years of professional experience tracking internal and external correspondence.

Conditions of Employment

• Requires ability to pass the IDOC/IDJJ background check.
• Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of position held, is prohibited.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
• 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 Executive Ethics Commission. (See Executive Order 15-09) Fines and penalties apply to untimely filings.
• Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer.