ADMINISTRATIVE ASSISTANT I - 0050100 - Hiring Now

We are searching for a driven ADMINISTRATIVE ASSISTANT I - 0050100 to join our diverse team at State of Illinois in Chicago, IL.
Growing your career as a Full Time ADMINISTRATIVE ASSISTANT I - 0050100 is a terrific opportunity to develop excellent skills.
If you are strong in creativity, critical thinking and have the right drive for the job, then apply for the position of ADMINISTRATIVE ASSISTANT I - 0050100 at State of Illinois today!

Agency : Illinois State Police 
Closing Date/Time: 12/12/2022  
Salary:  $4,738-$6,964 Monthly, Anticipated: $4,738, CBA language applies
Job Type: Salaried Full Time
County:  Cook
Number of Vacancies: 1
Plan/BU: RC028

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number 

19762

Resumes are recommended to be uploaded to your profile/attached to the application. Upload transcripts to your application. 

 

About the Position

The Illinois State Police (ISP) Forensic Sciences Command (FSC) is seeking a motivated individual to fill an Administrative Assistant I position at the Forensic Science Center at Chicago. The ISP FSC is the third largest forensic science laboratory system in the world, and the Forensic Science Center at Chicago has over 150 employees at the facility. This leader is responsible for coordinating various fiscal and statewide programs for the forensic science laboratory. This individual may supervise one support staff member and ensure the highest level of quality is being utilized for the various public administration tasks. The ideal candidate should be efficient, organized, and a good communicator. This position will work cooperatively with various forensic science laboratory staff at the laboratory. 

The State of Illinois continually strives for a workforce that reflects the growing diversity within the state. A variety of employee backgrounds, perspectives, ideals and experiences is crucial to the ISP's ability to most effectively serve the public. 

Job Responsibilities

40% 1.  Performs administrative support to the FSC-C Fiscal Section as a staff assistant. 

• Coordinates fiscal procedures for the laboratory
• Performs budget analyses, projections, and assists in budget preparation
• Conducts spending analyses and make decisions and recommendations about spending allocations for the laboratory budget
• Supervises the preparation of routine fiscal paperwork and reports
• Works with vendors regarding purchases and contracts

 

20% 2.  Coordinates laboratory budget and fiscal functions. 

• Coordinates the fiscal tracking system for the laboratory
• Monitors progress of all fiscal transactions
• Advises management of any discrepancies and corrects as required as laboratory policy.
• Reviews all budget preparation, purchasing, and vouchering for accuracy and consistency as required by laboratory policy. 

 

20% 3.  Serves as a working supervisor

• Assigns and reviews work; provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Reassigns staff to meet day to day operating needs
• Establishes annual goals and objectives
• Prepares and signs performance evaluations
• Approves time off

 

10% 4.  Serves as the Property Custodian for the FSC-C

• Prepare property transaction documents to update inventory records and retain transactions documents.
• Maintain a property/equipment issue file, maintain detailed internal inventor records, and maintain the inventory tag numbering system.
• Perform inventory related reconciliations and coordinate annual physical inventory. 

 

5% 5.  Researches and gathers information for administrative and special projects. 

• Gathers data, analyzes, and makes recommendations for routine administrative decisions or special laboratory projects. 
• Develop and implement procedures for improving accountability and efficiency within the clerical section and evidence tracking systems. 
• Recommend changes to the laboratory's directive's manual
• Develop objectives for laboratory training and computerization
• Develop reports for management on productivity
• Recommend decisions abut general administrative directives. 

 

5% 6.  Performs other duties as required or assigned. 

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration. 

2. Requires one (1) year of professional experience in a public or private organization, or completion of an agency approved professional management training program. 

Preferred Qualifications

1. Possess a Bachelor's degree or higher in Public Administration or Business. 

2. At least two (2) years of knowledge in the principles and practices of public and business administration. 

3. At least two (2) years of knowledge in the elementary principles of accounting, program budgeting, and procurement.

4. At least one (1) year of experience in the principles and function of standard office practices, methods, and equipment. 

5. At least one (1) year of experience in compiling and preparing administrative reports and records. 

6. At least one (1) year of experience in developing, implementing, evaluation, and enforcing policies, procedures and performance standards. 

7. At least five (5) years of experience using computer software programs and various types of hardware. 

8. At least one (1) year of experience in supervising subordinate staff and providing for their professional development. 

9. At least one (1) year of experience in establishing and maintaining satisfactory working relationships with subordinates and/or co-workers. 

Employment Conditions

1. Successful completion of initial and on-going, random, alcohol and drug screens. 

2. Successful completion of a background investigation

3. Successful completion of a polygraph examination. 

4. Ability to maintain credibility in providing courtroom testimony

a. Ability to adhere to Illinois State Police's ethical standards

b. Ability to adhere to Illinois State Police's polices and procedures. 

5. Ability to travel on an as-needed basis

6. No felony or misdemeanor convictions. 

About the Agency

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. 

Work Hours: Monday-Friday, 8:30 am-5:00 pm
Work Location: Forensic Science Center at Chicago, 1941 W Roosevelt Rd Chicago, IL 60608-1248
Agency Contact: View email address on illinois.jobs2web.com

Job Family: Clerical and Administrative Support

 

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

 

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.

State employees wishing to transfer shall submit a Transfer Request form to the Agency Contact listed above during the posting period.

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:

• View email address on illinois.jobs2web.com
• View email address on illinois.jobs2web.com

 

THE ISP IS A DRUG FREE WORKPLACE 

Benefits of working as a ADMINISTRATIVE ASSISTANT I - 0050100 in Chicago, IL:

● Company offers great benefits
● Advancement opportunities
● Advantageous package