Staff Assistant (ADMINISTRATIVE ASSISTANT II)

Essential Functions

30%    Under administrative direction, serves as the Staff Assistant for the Department of Innovation & Technology (DoIT), supporting the Illinois State Police (ISP): 

• Performs a variety of administrative duties, which may be of controversial or sensitive nature as related to operations and confidential agency correspondence.
• Assists in the planning, development and implementation of programs and procedures.
• Provides interpretation of rules, regulations, policies and procedures regarding programs to staff. 
• Assists the Chief Information Officer (CIO) in the preparation of confidential reports, surveys, contracts, job descriptions, employee evaluations, and other related documentation.
• Composes documents and reports using Microsoft Office Suite, ServiceNow, and SAP Enterprise System.
• Monitors pending assignments to ensure timely completion of responses, project reports, surveys, and other documents.
• Interprets and communicates information between the CIO and staff as well as others within ISP.
• Keeps the CIO advised of any significant problems or issues with procedures, processes, or projects and recommends appropriate action.
• Attends meetings relevant to the office operations with the CIO or on their behalf.

20%    Serves as a liaison to DoIT Human Resources (HR) staff: 

• Provides assistance to DoIT HR personnel related functions, documentation, job descriptions, etc.
• Coordinates Criminal Justice Information Services (CJIS) background checks between DoIT and ISP Division of Internal Investigations.
• Reviews and edits correspondence and reports generated by office personnel for appropriate distribution.
• Assists CIO and hiring managers with implementing and monitoring the DoIT Hiring/SharePoint portal for their hiring requests.
• Prepares personnel related documentation for submission to Human Resources.
• Receives performance evaluations from supervisors and routes evaluations through DocuSign.

20%    Coordinates and participates in special projects and studies both self-initiated and at the request of the CIO:

• Assists CIO and staff in coordinating special projects, including of administrative and/or program operations.
• Identifies and collaborates with appropriate resources regarding project related details and presents to the CIO for review.
• Assists CIO and staff with project functions.
• Monitors project schedules and timelines, advising CIO of issues and or problems.
• Provides recommendations to accomplish project goals.

10%    Researches, gathers, and analyzes fiscal related information, reports, and correspondence:

• Conducts studies of fiscal/budget matters, including purchases, services and travel accommodations.
• Makes recommendations leading to reduced operating costs and improved services.
• Advises CIO of any personnel, budgetary or administrative problems.

Essential Functions (Cont)

10%    Independently responds to inquiries and composes correspondence requiring research and interpretation of policies and procedures:

• Drafts correspondence for review/discussion prior to finalizing for signature proxy with approval.
• Addresses phone inquiries and takes and relays messages to the CIO.
• Gathers and reviews resource information and makes recommendations to the CIO on available facts for use at meetings.
• Serves as an inventory custodian, which includes maintaining an inventory tracking system.

5%    Determines procedures for maintaining files, records, and reports relative to operations:

• Monitors information to ensure it is up to date for the CIO’s use.
• Refers to appropriate information for make recommendations for scheduling section activities.

5%    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 four (4) years of college, preferably with coursework in public or business administration.
2. Requires two (2) years of professional experience in a public or private organization.

Preferred Qualifications

1. Two (2) years of experience serving as a staff assistant or similar role in a professional organization. 
2. Two (2) years of experience performing human resources functions.
3. Two (2) years of experience coordinating special projects of administrative and/or program operations.
4. Two (2) years of experience reviewing or conducting studies of fiscal/budget matters.
5. Two (2) years of experience drafting and preparing professional correspondence, reports and documents.
6. Working knowledge of Microsoft Office 365, including Word, Excel, PowerPoint, Teams, Outlook and SharePoint.
7. Working knowledge of inventory tracking systems.
8. Ability to independently analyze and diagnose administrative issues and coordinate efforts to resolve.
9. Ability to maintain professional working relationships with others.
    

Conditions of Employment

NOTE: Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position. 

1. Requires the ability to verify identity.
2. Requires employment authorization to accept permanent full-time position with State of Illinois.
3. Requires the ability to pass a position specific, agency required background check.
4. Requires self-disclosure of criminal history.
5. Requires the ability to travel in performance of duties.
6. Requires the ability to work outside of normal hours to meet deadlines.
7. Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc. 
8. Requires the ability to lift and carry objects or equipment weighing up to 20 pounds This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. 

The conditions of employment listed are incorporated and/or related to any duties included in the position description.