Administrative Assistant II POOL

Cook County • Chicago, IL

14h • Onsite

About The Position

The Cook County Sheriff’s Office is accepting applications for the Administrative Assistant II role. This position supports CCSO supervisors and performs administrative assistant functions. In general, this role performs a variety of administrative and staff support duties requiring a range of administrative and interpersonal skills. Flexibility in terms of shifts worked and work locations is mandatory. Intermediate proficiency in Microsoft Word, Excel, and Outlook is required for this role. Candidates must have excellent customer service skills, as well as the ability to communicate effectively verbally and in writing. In addition, this candidate must be able to manage multiple responsibilities in a face-past environment, have excellent organization skills, and have the ability to work independently, as a team member and as part of the departmental management team.
Department openings could include but are not limited to:
CCDOC – Inmate Discipline
Sheriff's TechOps Bureau
CCDOC – Superintendents’ Office
CCDOC - I.I.C Services
Administration (various locations)
Court Services (various locations)
Sheriff’s Police Department (various locations)

Requirements

• Ability to communicate effectively with others and promote professionalism. Work well with others with a goal to provide high quality of service and assistance to others.
• Ability to problem solve issues and provide alternative solutions as needed.
• Meet prescribed deadlines and work effectively and professionally with all staff, at all levels.
• Work effectively in a fast-paced, sometimes stressful environment.
• Intermediate proficiency in Microsoft Word, Excel, Outlook and/or PowerPoint computer software programs.
• Ability to follow-up in a thorough and timely manner on assignments and unresolved business.
• Skilled and accurate in the organization and maintenance of files.
• Ability to develop and maintain good interpersonal relationships, working effectively with others inside and outside the CCSO.
• Good communication skills; ability to gather information from others and make appropriate inquiries; ability to convey information professionally and clearly and explain or describe basic office policy and procedure to others
• Ability to act as a personal representative or liaison on behalf of the supervisor or CCSO in order to bridge issues of common concern between professional, management, and front-line staff
• Skilled in exercising sound judgment, discretion, confidentiality, and tact relative to problems or situations including staff or outside offices and persons.
• Skilled in the operation of standard office equipment.
• Thorough working knowledge of, or ability to grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the agency, department, and County, as these are applicable to assigned duties and responsibilities quickly and effectively.
• Ability to communicate effectively with tact and courtesy.
• Proficiency in the use and application of basic mathematical skills and calculations relative to office bookkeeping and statistical records.
• Ability to understand and carry out instructions, written and verbal, and accurately relate such instructions in full or part to others.
• Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform duties of peers or lower-level staff.
• Ability to accurately read and comprehend information quickly and accurately.
• Excellent organizational skills, follow through, responsiveness and project manage tasks.
• Possession of a high school diploma or General Education Development (G.E.D.) test certificate.
• A combination of two (2) years professional administrative, secretarial, or clerical experience and/or vocational secretarial/ administrative assistant training, obtained within the last five (5) years.
• Typing skills (35 w.p.m. with 90%25 accuracy) and familiarity with computer keyboards and data inputting, clearly legible handwriting and proficiency in spelling. Skill testing is required for this position
• Intermediate proficiency in Microsoft Word, Excel, Outlook and/or PowerPoint computer software programs. Skill testing is required for this position
• Continuous flexibility regarding work hours (shift work), with the ability to work nights, weekends, and holidays; ability to work overtime, as mandated.

Nice To Haves

• Possession of a bachelor’s or higher degree, from an accredited college or university.
• Advanced proficiency in Microsoft Word, Excel, Access and/or PowerPoint computer software programs.

Responsibilities

• Competency in performing specialized administrative work independently.
• Perform interoffice liaison services and professional, secretarial, and administrative duties for managers and professional staff. Relays and maintains important and confidential information.
• Coordinate applicable purchases for respective departments, including but not limited to general office supplies and equipment, and computer equipment and software; tracks procurement of purchases for department.
• Prepare clear and professional reports, correspondence, memos, and emails. Replies to inquiries via computer, telephone, and in person.
• Independently complete assignments and resolves problems with minimal need for supervision.
• Effectively handle telephone lines, determining the identity of the caller, obtaining needed information, and responding to caller’s questions with courtesy and professionalism.
• Effectively handle email traffic by reading, drafting, and responding to emails in a timely, clear, and professional manner.
• Screen telephone calls, visitors, and incoming correspondence; responds to requests for information, determines which requests should be handled by the supervisor, appropriate staff member, or other offices. May prepare and route correspondence under supervisor’s name.
• Schedule tentative appointments, as well as makes arrangements for conferences and meetings, including preparing background materials and information.
• Review incoming and outgoing materials and correspondence for consistency and conformance with procedures; assures those proper clearances have been obtained, when needed.
• Coordinate clerical operations, data entry, customer service, and other activities.
• Use knowledge of varied and intermediate functions of computer software and programs to edit and appropriately format written or electronic communication or reports; clarifies or corrects missing information, improper formatting, or other discrepancies of record.
• Perform entry level accounting operations, such as examining, verifying, and correcting accounting transactions to ensure completeness and accuracy of data and proper identification of accounts.

Benefits

• Health Insurance Program – Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents.
• Holidays – Thirteen (13) Holidays are granted in each Fiscal Year. Employees who are active at the beginning of the fiscal year (December 1st) also qualify for a floating holiday.
• Sick Leave – Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days.
• Vacation Leave – Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee’s anniversary date of employment.
• Life Insurance – Basic term life insurance, equal to one (1) time the employee’s annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage.
• Pension Plan – Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment.
• Deferred Compensation Program – Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED