ADMINISTRATIVE ASSISTANT II - 0050200
Agency:
Illinois State Police
Closing Date/Time:
05/11/2021
Salary:
$4,831 - $7,244 / MONTHLY
Job Type:
Salaried Full Time
County:
Sangamon
Number of Vacancies:
1
Plan/BU:
RC028
Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.
DO NOT APPLY ONLINE
DO NOT CLICK THE APPLY BUTTON
CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.
Posting Identification #
2701
Job Responsibilities
Under administrative direction, functions as the Division of Patrol (DOP) Personnel Liaison. Assists in the planning, development & execution of operating procedures for the Division. Performs responsible administrative duties, some of which are sensitive & controversial in nature. Coordinates the administrative functions of the DOP Command pertaining to code & sworn employees. Reviews & approves/disapproves all correspondence for the Deputy Director's Office. Serves as liaison with the Human Resources Office.
25% 1. Functions as the DOP Personnel Liaison, assisting in the planning, development & execution of personnel related operating procedures for the DOP. Independently researches & gathers statistics affecting policies/procedures & for utilization by the Deputy Director's office in daily operations; presents findings of studies 10 recommend enhancements to administrative procedures for upper management to develop sound administrative responsibility & internal control; provides input on clerical policy amendments; attends meetings/conferences relating to personnel issues; maintains personal contact with chain of command & represents the Command with other divisions & outside agencies for the purpose of interpreting & discussing policy; confers with Deputy Chief of Staff regarding personnel issues pertaining to Command staff.
20% 2. Coordinates the administrative functions of the Command pertaining to DOP code employees; delegate work assignments & establishes project priorities; reviews & approves or disapproves all official correspondence generated within the command for compliance with department/division policies & writing guidelines. Serves as liaison between the PSSSC & other DOP management personnel & representatives to ensure timely submission of code & sworn personnel transactions. Serves as liaison with Labor & HR personnel to accommodate posting of vacancies; receives posting results & disseminates to appropriate work unit for initiation of interview process. Independently responds to requests from the ISP Legal Office in response to labor disputes, Equal Employment Opportunity complaints, Freedom of Information Act, etc., to provide documentation regarding sworn officer promotions/reductions/advancements/transfers.
(Job Responsibilities continued)
15% 3. As the DOP Personnel Liaison, utilizes knowledge of the Personnel Code; Personnel Rules; & various bargaining agreements, executive orders, administrative orders, & ISP policies lo independently serve as the subject matter expert. Participates in the review & preparation of interview questions for postings of code vacancies, adhering to established guidelines in accordance with the Interview and Selection Criteria (Rutan) & related executive & administrative orders; coordinates the interview process, including but not limited to, notifying work unit to select an interview panel & available interview dates, notifying applicants of interview requirements, providing list of interviewees to interview ensuring timely preparation & submission of the Interview & Selection Criteria documents to Human Resources. Enters Electronic Personnel Action Requests (EPARs) into the on-line system, notifies appropriate individuals that EPAR have been entered, monitors EPAR for action & liaisons with the human resources bureau regarding next course of action. Coordinates the processing of documentation for general personnel transactions, i.e., transfers, temporary assignments, leaves of absence, pay code/cost center changes, address/name changes.
15% 4. As personnel liaison, communicates with agency management & administrative staff; independently responds to inquiries & composes routine & non-routine correspondence requiring research & interpretation of department/division policy & procedures; drafts correspondence involving administrative matters for upper level management signatures. Assists in the planning, development & execution of operating procedures for programs of the DOP, some of which are sensitive & controversial, i.e., disciplinary actions, grievances, projected promotions, investigation cases, employee evaluations & projected annual increases.
10% 5. Serves as the DOP Promotional Skills Evaluation Coordinator for designated groups; checks table of organization to verify supervisor of sworn offices; in accordance with established criteria; notifies each sworn officer of their rater; receives non-participation forms, notifies supervisors of sworn officers to be rated; date/time/location of scheduled rating session; serves as recording secretary for designed ratings sessions; collects completed Promotional Skills Evaluation & forwards to Statewide Promotional Skills Evaluation Coordinator; maintains integrity of promotional skills evaluation scores, including discussions during the rating sessions, dissemination of scores & processing of evaluation documents.
(Job Responsibilities continued)
10% 6. Develops, reviews & processes code position descriptions in accordance with established guidelines/policies. Coordinates job description writing & submission to human resources. Maintains positions & allocation charts for staffing issues; prepares; & collects documents as needed for human resources; coordinates with DOP staff to establish & clarify job descriptions that have become out of date & are inaccurate.
5% 7. Other duties as assigned or required.
Knowledge, Skills, and Abilities
- Knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in public or business administration.
- Two (2) years of professional experience in a public or private organization.
- Ability to develop program procedures.
- Extensive knowledge in organizational structuring and development.
- Effective verbal and written communication skills.
- Proficiency in drafting, preparing,and quality-checking correspondence and staff reports.
- Working knowledge of the Personnel Code; Personnel Rules;and various bargaining agreements, executive orders, administrative orders, and ISP policies/procedures related to the various personnel transactions.
Employment Conditions
- Successfully pass a background check
- Successfully pass a drug screen
Work Hours:
8:
30a - 5p (Monday - Friday)
Work Location:
801 S 7th St Springfield, IL 62703-2487
Agency Contact:
ISP.JobPostings@illinois.gov
Job Function:
Clerical and Administrative Support
CANDIDATES MUST SUBMIT A SEPERATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR.
APPLICATION INSTRUCTIONS
DO NOT APPLY ONLINE.
Submit completed application via email (include Job Requisition ID in Subject line) to:
ISP.JobPostings@illinois.gov
or mail your application to:
Illinois State Police
Office of Human Resources
801 S. 7th St., Ste. 700 Annex
Springfield, IL 62703
Current State Employees:
- Seeking a Promotion Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
- Older versions of the CMS-100B will not be graded or returned to applicants.
- Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.
- Seeking a Transfer Submit an Official Position Vacancy Bid Form, Transfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
- A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.
- Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.
- Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
- A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.
- Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.
Former State Employees:
- Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
- A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected.
- Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.
Non-State Employees:
- Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
- Documentation is required for each Posting/Bid ID or your application(s)will be rejected.
- Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.
The ISP is a Drug Free Workplace
Estimated Salary: $20 to $28 per hour based on qualifications.
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