Administrative Assistant IV - Victim Services

Cook County State's Attorney Office•Chicago, IL

11d•Onsite

About The Position

Provide administrative and clerical support to the Victim Services Bureau. Primarily responsible for coordinating the main desk telephone and in-office reception of victims, witnesses, and other visitors and directing them to the appropriate Victim Specialist or destination.

Requirements

Excellent grammar, organizational and communication skills, both verbal and written.
Empathetic listener.
Proficiency in Microsoft 365 applications.
Ability to manage a high-volume workload and prioritize tasks in a fast-paced environment.
Ability to work independently, multi-task, and demonstrate cultural competency.
Must be legally authorized to work in the United States without a permit.

Nice To Haves

Knowledge of CCSAO databases and/or ability to learn is important.
Bilingual Proficiency (especially Spanish, Polish, Arabic)

Responsibilities

Directing the victims and/or their families, witnesses, and other visitors to the appropriate Victim Specialist or destination.
Ensure all visitors remain in the public waiting area until further direction and that Victim Specialists provide timely service; escalate visitors to a Victim Services Supervisor when necessary.
Direct phone calls to the appropriate Victim Specialist whenever possible and escalate calls to a Victim Services Supervisor as needed; redirect calls unrelated to the CCSAO’s Victim Services Bureau to the correct external resource.
Ensure all messages are clear and complete; escalate urgent or emergency messages to a Victim Services Supervisor.
Maintain the coffee area, supplies, and materials for the reception and Victim Services spaces; notify Victim Services Supervisors when additional supplies are required.
Receive new bluebacks, assign new cases and send notification to the appropriate Victim Specialist in Crimes, deliver bluebacks to wings.
Send daily lunch orders for Victim Services and Grand Jury, track all orders in spreadsheet, and sort lunches upon receipt according to each order.
Assist Victim Services leadership in locating records for FOIA requests.
Copy and/or scan documents, as needed.
Maintain confidentiality of all files, systems, and information.
Perform other duties as assigned.