Staff Assistant (ADMINISTRATIVE ASSISTANT II)

at Illinois Department of Innovation & Technology in Springfield, Illinois, United States

Job Description

30%    Under administrative direction, serves as the Staff Assistant for the Department of Innovation & Technology (DoIT), supporting the Illinois State Police (ISP): 

• Performs a variety of administrative duties, which may be of controversial or sensitive nature as related to operations and confidential agency correspondence.
• Assists in the planning, development and implementation of programs and procedures.
• Provides interpretation of rules, regulations, policies and procedures regarding programs to staff. 
• Assists the Chief Information Officer (CIO) in the preparation of confidential reports, surveys, contracts, job descriptions, employee evaluations, and other related documentation.
• Composes documents and reports using Microsoft Office Suite, ServiceNow, and SAP Enterprise System.
• Monitors pending assignments to ensure timely completion of responses, project reports, surveys, and other documents.
• Interprets and communicates information between the CIO and staff as well as others within ISP.
• Keeps the CIO advised of any significant problems or issues with procedures, processes, or projects and recommends appropriate action.
• Attends meetings relevant to the office operations with the CIO or on their behalf.

20%    Serves as a liaison to DoIT Human Resources (HR) staff: 

• Provides assistance to DoIT HR personnel related functions, documentation, job descriptions, etc.
• Coordinates Criminal Justice Information Services (CJIS) background checks between DoIT and ISP Division of Internal Investigations.
• Reviews and edits correspondence and reports generated by office personnel for appropriate distribution.
• Assists CIO and hiring managers with implementing and monitoring the DoIT Hiring/SharePoint portal for their hiring requests.
• Prepares personnel related documentation for submission to Human Resources.
• Receives performance evaluations from supervisors and routes evaluations through DocuSign.

20%    Coordinates and participates in special projects and studies both self-initiated and at the request of the CIO:

• Assists CIO and staff in coordinating special projects, including of administrative and/or program operations.
• Identifies and collaborates with appropriate resources regarding project related details and presents to the CIO for review.
• Assists CIO and staff with project functions.
• Monitors project schedules and timelines, advising CIO of issues and or problems.
• Provides recommendations to accomplish project goals.

10%    Researches, gathers, and analyzes fiscal related information, reports, and correspondence:

• Conducts studies of fiscal/budget matters, including purchases, services and travel accommodations.
• Makes recommendations leading to reduced operating costs and improved services.
• Advises CIO of any personnel, budgetary or administrative problems.

10%    Independently responds to inquiries and composes correspondence requiring research and interpretation of policies and procedures:

• Drafts correspondence for review/discussion prior to finalizing for signature proxy with approval.
• Addresses phone inquiries and takes and relays messages to the CIO.
• Gathers and reviews resource information and makes recommendations to the CIO on available facts for use at meetings.
• Serves as an inventory custodian, which includes maintaining an inventory tracking system.

5%    Determines procedures for maintaining files, records, and reports relative to operations:

• Monitors information to ensure it is up to date for the CIO’s use.
• Refers to appropriate information for make recommendations for scheduling section activities.

5%    Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.