OFFICE ASSOCIATE - FOIA CLERK

Position Overview

As an Office Associate-FOIA Clerk in the Legal Office within the Office of the Director, under direction, receives requests via email and logs them consistent with the guidance provided by the FOIA Administrator. Distributes requests to Division liaisons consistent with their knowledge of agency operations to ensure appropriate work units respond consistent with the guidance provided by the FOIA Administrator. Prepares letters requesting extensions of time to respond. Monitors deadlines and follows up with Division liaisons to ensure timely responses. Composes documents, forms, and other correspondence to be used by others within the FOIA Unit in response to requests received applying Department policy and procedures regarding such responses. Ensures responses are clear and concise, proofreading for appropriate punctuation, grammar, spelling, capitalization and typographical errors. Responds to telephone or email inquiries regarding the Department’s FOIA process consistent with the guidance and direction of the FOIA Officer. Prepares reports regarding the number of FOIA requests: received; fulfilled, either in whole or in part; and denied, either in whole or in part. Prepares reports regarding exemptions utilized and appeals received. Prepares other statistical reports regarding FOIA requests and responses as requested by the FOIA Officer or FOIA Administrator. Collects and maintains information regarding common exemptions utilized by the Illinois State Police in response to FOIA requests. Collects and maintains binding opinions issued by the Attorney General’s Public Access Counselor. Collects and maintains court decisions regarding the appeal of FOIA requests received by the Illinois State Police or other state agencies as applicable.

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

• Serves as the FOIA Clerk for the Illinois State Police Legal Office performing a variety of complex, specialized clerical duties relating to the receipt of requests received under the Freedom of Information Act as directed by the FOIA Administrator.
• Prepares responses to requests received under the Freedom of Information Act as directed by the FOIA Administrator.
• Prepares reports regarding the work of the FOIA Unit.
• As assigned by the FOIA Officer, creates and maintains a database of FOIA related research.
• Performs other duties as assigned or required as enumerated in the duties above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.

Preferred Qualifications

• Prefers ability to follow oral or written instructions.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers two years' experience writing in a business or professional environment.
• Prefers two years' experience utilizing Microsoft Office products, including but not limited to Access.
• Prefers three years' experience with answering phones and/or email in a business or professional environment.
• Prefers one year experience with applying the principals of FOIA.

Conditions of Employment

• Successfully pass background investigation.
• Successfully pass drug screen.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions.

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.