FOIA Administrator (OFFICE ADMINISTRATOR V )

Position Overview

The ISP FOIA Administrator is responsible for managing the day to day functions of the FOIA team. We are looking for a hard-working and self-motivated person who is interested in joining a very busy FOIA team. We encourage all qualified applicants to apply!

Job Responsibilities

1.     Under the general direction of the Department’s Freedom of Information (FOIA) Officer, serves as the Department’s FOIA Administrator and supervises a small staff of paraprofessionals performing technical work involving the application            of Department policy and statutory exemptions to requests received in support of the Department’s FOIA program.

•Organizes the FOIA workflow, giving guidance and direction to the FOIA staff regarding the distribution of FOIA requests to Division Liaisons.
•Ensures deadlines assigned to other FOIA staff by the FOIA Officer are met or necessary extension requests are prepared by the FOIA Clerk.
•Reviews FOIA responses to ensure thorough and accurate information is being provided according to laws and established policies.
•Serves as the front-line contact with all divisions within the ISP on FOIA related issues. Directs the preparation of statistical reports indicating the status of FOIA requests, responses, and exemptions.
•Given complex FOIA requests, occasionally researches exemptions, , preforms complex redactions, drafts letters, and issues responses.

2.     Serves in a support role to the ISP FOIA Officer recommending guidelines and procedures to subordinate FOIA staff regarding administrative aspects of the FOIA program required for the efficient functioning of the FOIA Office. Approves            documents, forms, and other correspondence prepared by the FOIA Clerk to be used by others within the FOIA Unit to ensure compliance with Department policy and Illinois law.

•Provides guidance to subordinate FOIA Staff regarding the release and/or redaction of complex records which may involve criminal investigations, witness statements, and confidential sources.
•When necessary, approves the redaction of personal, private, and other information allowable under FOIA in unique situations not covered by current policy and procedure.
•Provides guidance to the FOIA staff regarding appropriate responses to telephone and email inquiries in complex situations.

3.     Confers frequently with the ISP FOIA Officer to coordinate and integrate operational changes to the various functions of the FOIA Office to achieve operating efficiency and resolve problems affecting the ISP FOIA program.
        Evaluates workflow process to recommend changes to increase operational efficiencies within the FOIA Unit.

•Flags any issues that may need to be reviewed by the FOIA Appeals Manager, the FOIA Officer, the Chief Legal Counsel or others within ISP Command.
•Implements guidance and counsel received from ISP Legal Counsel to resolve legal issues and concerns identified.
•Raises potential administrative problems to the FOIA Officer offering suggestions and potential remedies.

4.     Serves as a full line supervisor to a small group of paraprofessionals within the FOIA Office.

•Assigns and reviews work and reassigns staff to meet day-to-day operating needs, approving time off requests.
•Provides guidance and training to assigned staff and counsels staff regarding work performance, preparing and signing performance evaluations.
•Establishes annual goals and objectives
•Adjusts first level grievances and effectively recommends and imposes discipline up to and including discharge.

5.     Performs other duties as required or assigned.

Minimum Requirements

Requires knowledge, skill and mental development equivalent to completion of two years of study at a secretarial/business college and three years of office experience; or completion of high school and five years of Office Assistant experience; or five years independent business experience

Knowledge, Skills, and Abilities

1. Prefers one year supervisory experience working in a fast-paced environment and with short deadlines.
2. Prefers experience three years of experience writing in a business or professional environment.
3. Prefers experience three years of experience utilizing Microsoft Office products, including but not limited to Access.
4. Prefers experience three years of experience with answering phones and/or email in a business or professional environment.
5. Prefers one year of professional experience with applying the principals of FOIA to requests from the public.

Conditions of Employment

1. Successfully pass background investigation
2. Successfully pass drug screen