ADMINISTRATIVE ASSISTANT II - LAW ENFORCEMENT

Cook County•Chicago, IL

4d•Hybrid

About The Position

Under general supervision and direction from the Law Enforcement Operations Manager, will provide administrative support to office, business, and operations. Prepares, maintains letters, and delivers or distributes reports and correspondence affecting the District. Maintains various inventories and oversees document control. Works in concert with other departments and officials to exchange knowledge and/or obtain approval/signatures as well as assist with managing departmental budget. Coordinates meetings and schedules and maintains contact database. Actively assists in communicating with elected and appointed officials. This is a full-time position.

Requirements

Must possess an associate degree or higher from an accredited college or university in business administration, public administration or a substantially similar area AND at least one year of full-time work experience as an administrative assistant or substantially similar position OR must possess a high school diploma or GED or higher AND at least three years of full-time work experience as an administrative assistant or substantially similar position.
Good interpersonal relation skills with the ability to be tactful and exercise diplomacy in meeting the public and employees in a wide range of diverse situations.
Excellent Microsoft Office Suite (Word, PowerPoint, Outlook, Excel, etc.) skills.
Utilizes Sharepoint, OneDrive and various video conferencing platforms, such as Microsoft Teams and Zoom.
Utilizes Granicus Legistar and Oracle Financial Management System and evolving office technology.
High level of accuracy and proficiency in the use of a computer and software programs to manage and generate information, reports, letters, spreadsheets, etc.
Be a proactive problem solver with a keen ability to provide great detail.
Able to prioritize and work simultaneously on various projects while meeting strict deadlines.
Basic knowledge of the purpose and goals of the District.
High level of attention to detail; ability to proof, verify and edit data from documents. Ability to follow-up in a thorough and timely manner relative to unresolved business.
Ability to work independently in a time sensitive environment.
Ability to telecommute if necessary.
Ability to communicate effectively and tactfully with others both verbally and in writing.
Thorough knowledge of specialized principles and techniques regarding office practices and procedures. Knowledge of good office management principles. Skills and accuracy in the control, organization and maintenance of files and records.
Ability to work cooperatively with administrative, supervisory and professional personnel in maintaining adequate services.
Ability to maintain confidentiality of District information.
Ability to research, analyze data and make recommendations.

Nice To Haves

Possess at least one season of work experience with the Forest Preserves of Cook County; OR possess at least one season of work experience as a Conservation Corp Crew member; OR possess at least one season of work experience on property of the Forest Preserves of Cook County with partners such as the Chicago Zoological Society, Chicago Botanic Garden, Greencorps Chicago; OR possess at least one season of work experience with other partners such as, Friends of the Forest Preserves or the Student Conservation Association.

Responsibilities

Handles paperwork for highly sensitive and confidential matters.
Prepares requisitions and invoices for payment.
Performs document control functions; maintains files or record systems, updates and purges files according to procedures, and categorizes information for filing.
Compiles data for various reports and/or studies.
Creates various Excel reports and performs data entry.
Composes and types and/or transcribes correspondence, reports, memoranda, and other material from straight copy, forms, or rough draft utilizing a computer.
Coordinates and assists with managing incoming and outgoing mail.
Answers, screens, and forwards telephone calls.
Monitors Police Radio frequencies, police camera and security alarms to relay information to command staff, patrol officers and police dispatch staff
Responds to all requests for Police, Fire and Medical Services within the District via the telephone system, local and multi-jurisdictional voice radio interconnections and data systems
Analyzes and manage office equipment needs, prepares justification for purchase of office equipment in addition to keeping an up-to-date inventory system.
Assists with conducting month-end and year-end account audits.
Assists with managing accounts and performs light bookkeeping.
Assists with drafting Board of Commissioners Agenda Items, RFPs, RFQs Agreements, and contracts, contract clauses, amendments, and other memoranda or documents as required.
Assists with managing contract renewals and expiration dates.
Reviews bids and proposals and makes award recommendations to the Law Enforcement supervisory staff.
Assists with maintaining record retention process.
Maintains and expands various files and database records (hardcopy and electronic).
Performs other related duties as assigned.