Administrative Specialist III - McHenry County (IL)

The McHenry County Sheriff's office has an opening available in the Business Office for a Full Time Administrative Specialist III.

This position is located in the Sheriff's Administration office.

The work schedule is Monday- Friday 8am - 4:30pm

Please attach a resume' and cover letter for consideration.

JOB SUMMARY:

The Administrative Specialist III performs a variety of administrative duties including typing, filing, record keeping, and transcribing. While in the regular course of duties this position would be expected to assist in a confidential capacity with labor relations pertaining to payroll and benefits. Also assists in maintaining personnel files and related material and work closely with the Office and Business Manager as well as with the Sheriff in maintaining the function of the Administration and Business Office.

SUPERVISION RECEIVED:

Work is generally assigned and checked periodically upon completion.

SUPERVISION EXERCISED:

May train new employees when assigned.

DISTINGUISHING FEATURES:

There is a high need for confidentiality and trust. This position also performs accounts payable

and is responsible for payroll.

EXAMPLES OF DUTIES:

The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. In addition, the Sheriff reserves the right to change the duties and essential functions of this job at any time.

• Gives information, takes dictation, and otherwise relieves officials of clerical and minor administrative work.

• Reads and routes incoming mail and prepares outgoing mail.

• Locates and attaches appropriate file to correspondence to be answered by the Administrator.

• Answers telephone and gives information to callers or routes call to appropriate party and places outgoing phone calls.

• Records minutes of meetings.

• Types privileged correspondence to lawyers and upper management regarding confidential personnel and union matters, investigative disciplinary reports and filing of labor relations material in the confidential files of the Administrator.

• Files and sorts a variety of documents, to include sensitive and confidential information.

• Maintain personnel records of all Division personnel and attendance records to include sick time, vacation time, personal days, and compensatory time.

• Compiles/coordinates all files/records pertaining to all new applicants and insures its confidentiality.

• Types correspondence in reference to Union grievances, labor management meetings, and union negotiations.

• Maintains the confidentiality of files, correspondence, records, and audio tapes.

• Compiles and creates statistical reports, memos, letters, lists, press releases, and transcriptions of taped interviews.

• Performs a variety of typing, data entry, and word processing functions using various types of office equipment including but not limited to, FAX machine, recorder, copiers, computer, and shredder.

• Transcribes internal investigations and maintains confidentiality as required.

• Performs routine clerical assignments unique and specific to the Division.

• Performs other duties as assigned.

EDUCATION:

• High school graduate or GED equivalent. Additional course work in secretarial science desirable.

EXPERIENCE:

• Any equivalent combination of education and experience.

NECESSARY SPECIAL REQUIREMENTS:

• Type 50 words per minute.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge of record keeping and filing techniques

• Considerable knowledge of policies and procedures and the overall Division functions.

• Ability to compile and type statistical reports.

• Ability to follow oral and written instructions.

• Ability to establish and maintain effective working relationships with superiors, co-workers, other agencies, Departments, and the general public.

• Ability to effectively communicate in verbal and written English.

BENEFITS:

• 3 Medical plans, 2 dental plans, and 2 vision plans to choose from.

• Pension: Illinois Municipal Retirement Fund (IMRF)

• Nationwide Retirement Solutions (457 and Roth457) plans

• Standard Life insurance policy with the option to buy up additional coverage for EE and dependents.

• Tuition Reimbursement and Student Loan Repayment Programs

• Paid vacation, sick, personal days and 13 paid holidays.

PHYSICAL DEMANDS:

The following are some of the physical demands commonly associated with this position. They are included for informational purposes and are not all inclusive.

• Ability to use automated office machinery and writing utensils.

• Constantly involved in interpersonal communication, including automated devices such as the telephone and Dictaphone, as well as personal interaction with the public.

• Spends 80% of the time sitting, 10% standing, 10% walking while on the job.

• Occasionally stoops, kneels, crouches and balances while filing or operating office machinery.

• Ability to complete required office duties.

• Occasionally lifts or carries up to 20 pounds when moving office supplies or files.

COMPLEXITY/RESPONSIBILITY:

Work in this class is semi-complex in nature. Accurate performance of the task is the main characteristic.

SCOPE OF INTERPERSONAL CONTACTS:

Personal contacts involve other employees, officials, and other agencies to include County, State, and Federal representatives, and the general public.

WORK ENVIRONMENT:

Work is generally confined to a standard office, during normal business hours.

OSHA NOTICE:

This position has been determined to be a MINIMAL exposure risk to "biohazards" associated with blood-borne pathogens HIV (AIDS), HBV (hepatitis B) virus, airborne transmissions of TB (tuberculosis), and other infectious diseases. Members are advised that exposures to these "biohazards" may result in severe illness or death. Members are required by Department policy to use protective equipment and clothing. Inoculation may be required to prevent or treat exposures to "biohazards".

ELEMENTS OF CONTACT:

Personal contact with any individual of the public, an inmate or arrestee, is normally a single occurrence. Hand-to-hand exchanges of documents, money, personal property, clothing, and other items may be required. Face-to-face verbal communication between the member and an individual is required but is mainly singular. The member's anticipated contact with blood, body fluids, or other medical hazards are rare. The member should have adequate time to take precautionary and protective measures.

McHenry County is an equal opportunity employer. No applicant for employment shall be discriminated against because of age, race, color, religion, sex, marital status, national origin, Veteran status, or disability