Administrative Assistant III/Administrative Assistant Pool at Cook County, IL

Cook County

Sheriff

Job Code: 0048

Job Title: Administrative Assistant III/Administrative Assistant Pool

Salary Grade: Tier III-16

Department: CCSO-BOHR

Characteristics of the Position

Overview:

The Administrative Assistant III - Pool assignment operates between multiple Departments within the Cook County Sheriff's office (CCSO). Multiple shifts and locations are available. Attendance at the orientation is mandatory. Successful candidates will be assigned to a department or float to multiple departments as needed operationally. A position within the pool is based on staffing and operational needs within the CCSO.

Department openings include but are not limited to:

DOC- Inmate Services

DOC- Superintendents Office (various)

Court Services (various)

Vehicle Services

Strategic Operations Center

DOC Visitor Information Center & Customer Service

DOC- Records

DOC-Inmate Discipline

Sheriff's Police

• Openings may change throughout the calendar year based on openings*

Characteristics of the Position

General Overview

The Cook County Sheriff's Office is accepting applications to develop an applicant pool to provide supervisors with candidates for the Administrative Assistant III role. Performs and/or oversees a variety of administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration, equipment, facilities support, inventory management, specialized record keeping, data entry, leads support, database management, and/or specified information gathering projects and tasks. Coordinates and facilitates meetings, program functions, special events. Coordinate specified administrative activities and reporting across multiple organizational units within a department. Completion of the interdepartmental rotational training program I required. Positions may be located at various sites in Cook County or Cook County Administrative departments. Positions full time be and between three to twelve months annually, staffing assignments are based on operational need. Under general supervision, Administrative Assistants III perform a full range of complex clerical and administrative work assignments involving the use of judgment and discretion in support of an administrative unit or Department. Incumbents will set own priorities regularly and manage multiple work priorities. Incumbents may help set priorities for others but primarily accountable for own work results. Incumbents will plan and coordinate administrative/clerical work activities and provide lead work direction and/or training and assistance to others in work processes and procedures. Incumbents may perform assignments that are varied involving the regular use of judgment and discretion. Incumbents may take courses of action, which are guided by some interpretation of policies and procedures. Incumbents may develop creative solutions to a variety of problems addressed.

Key Responsibilities and Duties

Under general supervision, independently perform a variety of complex administrative projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records, composing correspondence such as transmittals and responses to frequent requests for information, establishing manual or electronic recordkeeping/filing systems and/or data base files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures. Positions may perform specialized complex word processing tasks in a word processing unit or complex rapid data inquiry and/or entry functions.

Assignments and projects are of a complex nature. Independent performance of complex administrative assignments requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment. Problems are resolved by choosing from established procedures and/or devising work methods. Guidance is available for new or unusual situations. Deviation from established parameters requires approval. Work is periodically reviewed to verify compliance with established policies and procedures.

Positions typically provide work direction to lower-level staff and may assist in training new staff.

Resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services; answers telephone; receives and refers visitors.

Reviews documents, records, or applications for completeness, accuracy, and compliance with rules; determines and explains action necessary to achieve compliance or approval.

Composes office correspondence such as requests for documentation and responses to requests for information; devises, evaluates and revises forms for internal use.

Reviews and verifies fiscal reports for accuracy; investigates and corrects errors to ensure compliance with established procedures and policies; uses basic arithmetic to perform computations.

Establishes and maintains complex electronic or manual file systems or data base files.

Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, payroll, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing.

Compiles and produces material such as financial statements, manuscripts, schedules, test materials, engineering/construction reports, and technical and statistical reports requiring specialized knowledge and judgment in selection and treatment of data and format; prepares, tables, charts and graphs as required.

Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet, and data base files, uploading/downloading, and creating footnotes and outlines; uses spreadsheet and data base software to develop and maintain records; uses basic statistical software packages; performs simple computer inquiry programming; uses graphics software and recommends appropriate display of information.

Orders, receives and maintains inventory.

May assist in studies, surveys and the preparation of reports by gathering and computing numerical information; draft for supervisor's review narrative interpretation of information to be included in reports; review reports for clarity and accuracy; refer questionable data or narrative to supervisor for clarification.

Organizes and tracks data, including maintaining files in alphabetical and numerical order and preparing documents for court on designated days.

Effectively handles active telephone lines, determining the identity of the caller, obtaining needed information, and responding to caller's questions.

Provides technical support to the Supervisor and the Department, as needed.

Screens 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.

Schedules tentative appointments. Makes arrangements for conferences and meetings and assembles established background materials, as directed.

Reviews incoming and outgoing materials and correspondence for consistency and conformance with procedures; assures that proper clearances have been obtained, when needed.

Collects information from the files or staff for routine inquires on office program(s) or periodic reports. Refers non-routine requests to supervisor or staff.

Coordinates administrative, clerical operations, data entry, customer services and other activities.

Uses knowledge of varied and advanced functions of computer software to edit and reformat written or electronic drafts; transcribe scientific reports, lab analyses, legal proceedings, contracts and similar material from voice or handwritten drafts; verifies and corrects text using specialized technical or scientific terminology; clarifies or corrects missing information, improper formatting, or other discrepancies of record.

Performs routine accounting operations, such as examining, verifying, and correcting accounting transactions to ensure completeness and accuracy of data and proper identification of accounts, and checking that expenditures will not exceed obligation in specified accounts; totaling, balancing, and reconciling collection vouchers; posting data to transaction sheets and coding documents.

Attends staff meetings, committee conferences and hearings; takes minutes of proceedings. Prepares typed transcripts for general distribution or for confidential use by authorized personnel.

Knowledge, Skills, and Abilities

Proficient in spelling, punctuation, sentence structure and grammar.

Excellent verbal, written, and interpersonal communication skills.

Working knowledge of general office equipment.

Experience using computers and spreadsheets, database and word processing software (prefer Microsoft Office).

Ability to use a multi-line phone system and possess proper phone etiquette skills.

Ability to multi-task in a multi-faceted environment.

Ability to prioritize multiple tasks meeting multiple deadlines.

Customer service experience.

Proofreading and filing skills.

Ability to handle constant interruptions.

Ability to maintain a high level of confidentiality.

Basic arithmetic skills.

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 performs well under pressure; ability to fill in for and perform duties of lower-level clerical staff; ability to relieve higher-level administrative staff.

Ability to communicate effectively with tact and courtesy.

Proficiency in the use and application of basic mathematical skills and calculations relative to basic accounting 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 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

Proficient in Microsoft office suite products.

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 quickly and effectively 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

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.

Skilled in:

• Communication

• Observation

• Organization

• Interviewing

• Listening

• Problem-solving

• Exercising sound judgment

• Managing multiple responsibilities in a fast-paced environment

• Prioritizing tasks

• Critical Thinking

• Computer hardware and software, Microsoft Office Word, Excel and Outlook.

CONDITIONS/TERMS OF EMPLOYMENT

PHYSICAL ELEMENTS

Work is sedentary in nature. Frequent repetitive hand and wrist motions. Frequent use of computer and exposure to terminal screens in performing work assignments. Frequent need for oral and auditory communications. Must have the ability to kneel, stoop, crouch, crawl, reach, and lift up to 25 lbs. in an office environment.

Minimum Qualifications

Possession of a High School Diploma or General Education Development (G.E.D.) test certificate.

A combination of Four (4) years professional administrative or clerical experience and/or vocational secretarial training, obtained within the last five (5) years. Skill testing is required for this position.

Typing skills (45 w.p.m. with 95% 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, Access and/or PowerPoint computer software programs. Skill testing is required for this position.

The ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions is required.

The ability to perform standard arithmetic functions of a transactional nature is required. The ability to work with a diverse group of people is required. Skill testing is required for this position.

Demonstrated active problem-solving skills are required along with effective interpersonal skills.

Flexibility regarding work hours (shift work), with the ability to work nights, weekends, and holidays; ability to work overtime, as mandated.

Preferred Qualifications

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. Skill testing is required for this position.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.

The Cook County Sheriff's Office prohibits all unlawful discrimination in its hiring and promotional process.

All Cook County Sheriff's Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.

Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.

I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.

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 - Fourteen (14) Holidays are granted in each Fiscal Year

• 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 ten (10) days within the Fiscal Year; Vacation leave accruals increase based on an employee's anniversary date of employment

• Personal Days - Employees earn and accrue one (1) personal day per quarter, up to a total of four (4) Personal Days per Fiscal Year

• Life Insurance - Basic term life insurance, equal to one (1) times the employees 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

EEO Statement

At the Cook County Sheriff's Office, we value and embrace you. It's our belief that diversity and inclusion is an essential component to our success as an international business. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff's Office policy applies throughout the employment relationship-including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff's Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant's merit and qualifications, the position requirements, and our business needs.

INCLUSION

We welcome you-the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive and inspired workplace in which every ethnicity, nationality, religion, elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that's the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship. *This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification, dismissal after hire, and/or placement on the Cook County Sheriff's Office Ineligible for Rehire List for a period of two (2) or five (5) years. For current Cook County Sheriff's employees, such falsification may result in discipline, up to and including termination, and placement on the County's Ineligible for Rehire List for a period of two (2) or five (5) years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment - Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).

THE COOK COUNTY SHERIFF'S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER NOTE:

As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. "The Cook County Sheriff's Office hiring process is governed by the Sheriffs Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff's Office hiring decision. Cook County Sheriff's officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff's Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable."

Mandatory COVID-19 Vaccination Policy

In accordance with the Cook County Sheriff's Office's duty to provide and maintain a workplace reasonably free from known or recognized hazards, it adopts this mandatory COVID-19 Vaccination Policy to better safeguard the health of Sheriff's Office members and their families, visitors who spend time in Sheriff's Office facilities, and the community at large from the risks associated with COVID-19 (SARS-CoV-2). This policy complies with applicable state and federal laws and is based on relevant public health guidance. All Sheriff's Office members, both existing and new, shall be required to be immunized against COVID-19.

Consistent with the Americans with Disabilities Act (ADA) and applicable state laws, it is the policy of the CCSO to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact ccso.hr@ccsheriff.org).