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EXECUTIVE ASSISTANT (ADMINISTRATIVE ASSISTANT II )

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Aug 1, 2022
Location: 

Springfield, IL, US, 62703-2487

Job Requisition ID:  17241

Agency:  Illinois State Police 
Closing Date/Time:  08/15/2022 
Salary:  $5,500-$7,500/monthly - Anticipated Starting Salary 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  Confidential Exclusion 028 

 

****************A RESUME IS REQUIRED FOR THIS JOB POSTING****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

POSTING ID 17241

Position Overview

The Illinois State Police is accepting applications to fill the Office of the Director, Executive Assistant position. The ideal candidate will have a minimum of two (2) years of professional experience in public or private organization, preferably with experience as an assist for senior level management. We are looking for a self-starter with excellent planning and organizational skills.

Job Responsibilities

Serves as Executive Assistant to the Director and the Director's Chief of Staff for the Illinois State Police.
• Coordinates the daily activities of the Director; including scheduling meetings, agency preparation, and travel arrangements.
• Assists the Chief of Staff in reviewing and revising existing policies; reviews administrative and operational recommendations; analyzes information to determine operational impact on policy and procedures and provides comments to the Chief of Staff for review.
• Reviews highly confidential documents on behalf of the Office of the Director.
• Liaises with other ISP Divisions on administrative processes and prepares documents for grievances and labor relations issues; assists sworn and code employees with relative policies and fiscal matters.
• Represents the Director or Chief of Staff through oral or written communication to both internal and external entities.
• Reviews incoming correspondence, setting priorities for attention and briefs the Director or Chief of Staff as required.
• Assigns and tracks various correspondence and projects with the Division liaisons, ensuring deadlines are met.
• With delegated authority, commits the Director's signature to correspondence and contracts.

Prepares budgetary and timekeeping documents for the Office.
• Monitors expenditures, maintains receipts and processes state credit card bills and invoices
• Prepares and submits invoices and travel vouchers and pertinent reports.
• Procures and maintains office equipment and supplies.
• Maintains timekeeping records for the Director, Chief of Staff and First Deputy Director.
• Controls budget expenditures to ensure availability of funds.
• Assists in finalizing budget activities of expenditures to ensure availability of funds.
• Reviews requests for maintenance and upgrades of cell phone, blackberry and radio equipment.

Coordinates special projects or events, both self-initiated and at the request of the Chief of Staff, Director or First Deputy Director.
• Coordinates and participates in short-term projects or department events.
• Assists in the interpretation of department policies and installation of programs, policies and procedures.
• Conducts studies and investigations of problems affecting the Office, including but not limited to on-time payments to vendors; cell phone usage by staff; projections in overtime funding and methods or solutions to minimize overtime usage.
• Assists the Chief of Staff in reviewing and recommending revisions to existing policies and procedures of the Office of the Director.
• Serves as the Office of the Director, LEADS Agency Coordinator.

Attends meeting with and on behalf of the Chief of Staff, Director and First Deputy Director to stay informed of current programs, policies, and events involving the Office, Office of the Director and the Illinois State Police.
• Serves as liaison with the Divisions and coordinates meetings relative to timeframes and deadlines for projects, responses and reports.
• Prepares meeting minutes and distributes to Office of the Director and Divisions.

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

Preferred Qualifications

Professional experience and skills in interpersonal relationships.
At least two years’ experience working with software for project tracking and monitoring.
At least two (2) years’ experience working with executive level of management.
At least two years’ experience with software such as Microsoft Office, Word, Excel, Access, Outlook and PowerPoint.
Ability to independently create Excel spreadsheets and PowerPoint presentations using advanced functionality and techniques.
At least two (2) years’ experience independently preparing professional correspondence.
At least two (2) years’ experience performing research and presenting the results effectively in written and oral form.
At least two (2) years’ experience planning meetings or events.
At least two years’ experience in preparing travel vouchers such as the State of Illinois Travel Control Process.
At least one year of experience in data systems such as the Law Enforcement Agency Data System (L EADS).

Conditions of Employment

Successfully pass a background check.
Successfully pass a drug test.
Monitor a Department issued cell phone after-hours.
Ability to retain LEADS certification.

Work Hours:  M-F, 8:30am - 5:00pm 
Work Location: 801 S 7th St Springfield, IL 62703-2487 
Agency Contact:  ISP.JobPostings@illinois.gov
Job Family: Clerical and Administrative Support 

 

AgencyStatement

The Illinois State Police strives for excellence seeking to be one of the premier 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.

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com

 

THE ISP IS A DRUG FREE WORKPLACE