JTDC - Administrative Assistant IV - Training

• Records all staff training attendance electronically and maintains official training records (both hard copies and the electronic record) for all JTDC staff in all divisions.
• Issues quarterly individual training reports for each staff member so they may review their attendance and makes any verified and necessary revisions.
• Records and prepares minutes and resolutions for meetings.
• Oversees the scheduling of training/meeting space and use of training equipment.
• Coordinates the preparation and distribution of training materials including, participant binders; handouts; sign-in sheets; pre- and post-tests; and evaluations.
• Coordinates activities of clerical and/or other staff personnel in a large or specialized department or organization.
• Analyzes and organizes office operations and procedures, such as typing, flow of correspondence, filing, requisition of supplies, and other clerical services.
• Acts as custodian of documents and records, including sign-in sheets; pre- and post-tests; certificates of completion for external workshops; CPR/First Aid certificates; etc. for staff.
• Evaluates office production, revises procedures or devises new forms to improve efficiency of workflow.
• Formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
• Prepares activities reports for guidance of management.
• Issues certificates of completion to class participants.
• Updates training calendar in Outlook and maintains annual training calendars.
• Checks the training call-off line for any pre-service trainee call-offs and reports calls to the Director of Training.
• Supports all division staff with various clerical duties.
• Coordinates and tracks all PREA certificates for volunteers.
• Obtains visitor approval and clearance for the chaplain, outside trainers and speakers, and other facility visitors through the Sheriff’s Department and JTDC Admissions, Security and Control.
• Performs other duties as assigned. 

• Graduation from an accredited college or university with a Bachelor's degree, supplemented by two (2) years professional work experience of a related nature, OR, eight years administrative work experience.

• United States citizenship.
• 21 years of age at the time of application submission.

• Competency in performing highly specialized administrative work independently including the composition of letters, memoranda and reports.
• Skill in planning, developing and completing complex assignments with minimal direction.
• Accurate judgment in making decisions, reorganizing established precedents and in meeting new problems.
• 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 they are applicable to assigned duties and responsibilities.
• Ability to effectively participate in staff meetings or other forums aimed at developing constructive ideas, observations and insights.
• Skill and ability to effectively perform and direct any or all clerical, secretarial and administrative tasks.
• A high level of skill and proficiency in maintaining work related or financial records and evaluating the work activities and records of other staff engaged in related activities.
• Ability to communicate effectively with tact and courtesy.
• Skill in interacting with others to investigate, gather and review sensitive or confidential materials, information and incidents of record.
• Ability to handle sensitive personnel and related labor issues as directed or as applicable.
• This position may require traveling to work assignments for which the employee must provide his or her own adequate means of transportation.

• Open availability to work any shift at a 24-hour facility (includes evenings, nights, weekends, and holidays and ability to work overtime as directed).
• Demonstrates proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Demonstrates skills in database creation and maintenance.
• Bilingual communication skills preferred.

• Ability to sit at a desk for a large portion of the day.
• Extensive reaching, bending, and moving of objects up to 20 pounds to organize and place in files.
• May require periods of walking throughout the facility.
• May require periods of standing.
• Ability to effectively operate and utilize a computer.
• Must be able to work longer hours based on departmental needs.

• Exposure to resident behavior problems that may include physical acting out and require safe physical management skills.
• Exposure to residents with complex mental health issues and/or disorders.
• Exposure to youth with various states of cleanliness and hygiene.
• Exposure to various health related conditions or residents of a communicable nature which requires precaution and adhering to medical instruction.

• Illinois residency obtained within 90 days of date of hire.
• Pass a pre-employment drug screen and background check including but not limited to LEADS, CANTS, and professional references.
• A result of negative from the Illinois Department of Children and Family Services (DCFS) Child Abuse Registry.
• Must pass Prison Rape Elimination Act (PREA) screening requirements. 

• Medical, Dental, Vision Coverage
• Basic Term Life Insurance
• Pension Plan and Deferred Compensation Program
• Competitive Salaries
• Employee Assistance Program
• Paid Holidays, Vacation, and Sick Time

Salary : $73,137