ADMINISTRATIVE ASSISTANT II

State of Illinois•Springfield, IL

1d•$6,460 - $8,460•Hybrid

About The Position

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Administrative Assistant II working directly under the Chief of Staff. The Administrative Assistant II will function as a confidential staff assistant to the Chief of Staff assisting in the planning, development, and execution of operating procedures. They will conduct research, study and investigate problems which affect the operation and flow of information within the agency, and draft and submit a variety of agency reports and fact sheets. They will additionally serve as a backup agency timekeeper. The ideal candidate will have strong writing skills, discretion, strong ethical judgement, and will be able to work well with the public, staff, and Senior Management. We invite all qualified candidates interested in public safety to apply.

Requirements

Requires knowledge, skill, and mental development equivalent to completion of four (4) years college, preferably with courses in public or business administration.
Requires two (2) years of professional experience in a public or private organization.
Requires the ability to travel statewide.
Requires the possession of a valid appropriate driver’s license.
Requires the ability to successfully pass Department of Corrections, Illinois State Police, and county jail background checks as necessary to enter required correctional facilities throughout Illinois.
This position has been found to meet the requirements in section 4A-101 of the Illinois Governmental Ethics Act requiring the occupant/employee to file a Statement of Economic Interest.

Nice To Haves

Prefers two (2) years of experience in working as a confidential or executive assistant to upper level management.
Prefers strong writing skills, including experience with a solid foundation in grammar, spelling, and punctuation, along with the ability to organize thoughts logically and in written form.
Prefers two (2) years of experience in assisting or supporting management in daily operations and administration of organizational activities.
Prefers proven discretion and ability to exercise judgement in a professional, ethical, and judicious manner.
Prefers two (2) years of experience in working with confidential, high profile, time sensitive or subject sensitive issues/materials.
Prefers two (2) years experience in timekeeping and reporting.
Prefers two (2) years experience in Microsoft Office, PowerPoint, Access and Docuware software.
Prefers ability to thrive in a fast-paced work environment, under tight deadlines and readily adapts to changing priorities.

Responsibilities

Functions as a staff assistant to the Chief of Staff assisting in the planning, development, and analysis of operations, systems, various requests, and procedures in order to make recommendations leading to reduced operating costs, improved services, and greater consistency and efficiency.
Under the direction of the Chief of Staff, directs and conducts a variety of investigations of problems which affect the operation and flow of information within the agency, assisting in feasibility studies, and providing recommendations and solutions to the Senior staff.
Under the direction of the Chief of Staff, independently conducts research and collects data relevant to planning, staffing, and the evaluation of programs.
Prepares, tracks, and submits the agency’s monthly, annual, and quarterly reports including, but not limited to: statutorily required reports, annual reports, audit reports, employee training reports, TA-2 reports, Exempt Vacancy Reports, Agency Contingency Plans, and Agency Workforce Reports.
Serves as the backup agency timekeeper ensuring staff timekeeping is reported timely.
Performs other duties as assigned or required which are reasonable within the scope of the duties enumerated above.