Administrative Assistant IV

General Overview

Performs confidential administrative tasks within the Cook County Sheriff’s Office of Professional Review (OPR), which includes but not limited to a wide range of administrative duties pertinent to data input, filing and tracking data and information regarding Cook County Sheriff’s Office employee misconduct investigations and recommended discipline; handles a variety of confidential matters that arise as a result of criminal and disciplinary action against employees who break the law or violate department policies and procedures; initiates and monitors the command channel review process to ensure investigations are reviewed, returned, and closed pursuant to department guidelines; tracks active and inactive investigations in the OPR computer database; initiates correspondence with complainants and accused individuals regarding the status of OPR investigations; processes requests for information and generates documents regarding employee disciplinary histories; functions as an assistant to OPR leadership team in matters requiring knowledge of rules, regulations and protocols of the department.

Key Responsibilities and Duties

Responsible for keeping official records; prepares memorandums outlining and explaining administrative procedures and policies; directs preparation of records such as notices,; acts as custodian of documents and records.

Provides information and assistance to the public on OPR procedures.

Responsible for conducting discipline background checks in collaboration with HR in accordance with SEAM processes.

Responsible for conducting discipline background checks requested by outside agencies.

Responsible for processing FOIA request and preparation of legal documents in collaboration with the Legal Department.

Responsible for conducting and maintaining running list (e.g. Brady / Giglio).

Responsible for conducting and maintaining de-deputization list.

Responsible for processing all complaints received and opening OPR Investigations and individuals in custody reports for further investigation / inquiry.

Conduct audits as needed.

Advises others in the preparation of formal complaints required to initiate investigations.

Responsible for ordering of office supplies for department.

Responsible for file maintenance and file accountability; formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.

Review clerical and personnel records to insure completeness, accuracy, and timeliness.

Responsible for all aspects of timekeeping for the department.

Prepares activities report for guidance of case management.

Assumes primary responsibility for key elements of administrative operations pertinent to preparing appropriate documentation for lawsuits; demonstrates expertise and comprehensive knowledge of various aspects of support operations within a given purview.

Initiates correspondence with complainants and accused individuals regarding the status of OPR investigations; processes requests for information and documents regarding employee disciplinary histories.

Processes recommendations from executive level for disciplinary action.

May assist or represent management relative to the screening, evaluation, promotion, or discipline of employees.

Responsible for data entry for OPR computer database, including follow-up to find and record final disposition for cases.

Responsible for backup of other Administrative Assistants in the department.

Must be able to keep all work confidential.

Knowledge, Skills and Abilities

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 decision, 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 within the jurisdiction or area of authority designated.

A high level of accuracy and proficiency in the use of word processing, PC software and other computerized programs to manage and generate information, reports, letters, etc. may be required.

Skill in interacting with others to investigate, gather and review confidential materials, information and incidents of record.

Responsible for managing the OPR investigation computer database tracking process and makes recommendations for procedural changes.

Interacts on a daily basis with Sheriff’s Office Department Heads, Assistant State’s Attorneys, local, state and federal law enforcement agencies, Illinois Department of Corrections as well as other Correctional facilities in and outside the state.

Maintains OPR computer database, monitors the Command Channel Review process.

Monitors open cases timetable to ensure timeframe compliance, command channel review files to ensure compliance with established timeframes.

Keeps official records and is accountable for maintenance and security of all investigative files.

Performs highly specialized administrative duties; handles a wide variety of complex administrative situations and conflicts within the department requiring discreet and authoritative intervention; oversees the operations of various interactive clerical support units; functions as a key facilitator to ensure that critical administrative support is forthcoming in a timely and efficient manner.

Maintains a high level of interactive communication with professional staff, supervisors, and managers in order to properly assess the clerical and administrative needs and urgencies of OPR.

Prepares and / or proofs outgoing correspondence for Directors’ approval; composes uniform original correspondence for Directors’ signatures by drawing upon first-hand knowledge of specific policies, programs and procedures.

Reviews, summarizes, and routes the content of incoming correspondences and materials; coordinates such information with agency needs; draws attention to important parts of conflicts.

In the Executive Director’s absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets requests and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters.

Takes responsibility for job performance, shows initiative and follows through on assignments, adheres to work schedules and completes assignments in a timely manner.

Ability to acquire a thorough knowledge of specialized administrative procedures and regulations particular to area of assignment.

Ability to make sound decisions and carry out programs affecting one’s own work and the work of others in a changing work environment with minimal direction.

Skill and proficiency in the operation and use of computers, fax machines, copiers, and scanners are required, based on area of assignment.

Skill in the application of basic organization or bookkeeping principals and methods relative to maintaining important financial, statistical, or other records may be required.

Good attention to various elements of detail, ability to proof, verify, and edit complex data, transcribe and cross reference data from personal computers and documents; ability to follow-up in a thorough and timely manner relative to unresolved business.

Skill and knowledge in the area of assignment, in connection with correct technical, legal, medical and other language usage, punctuation and grammar, and their proper application to business forms, letters and records.

Skill and accuracy in the control, organization and maintenance of files and records according to various methods; complies with record retention requirements by annually reviewing closed case files; coordinates archival of appropriate records and completes required documentation.

Good communication skill; ability to exercise tact, courtesy and diplomacy, gather information from others and make inquiries; ability to convert information and explain or describe office policy and procedure to others in person or by telephone.

Ability to coordinate several tasks at one time and perform well under pressure; ability to fill in for and perform the duties of other unit support staff as needed; ability to relieve management of certain administrative functions.

Ability to utilize a standard keyboard to apply various computer or software applications to assigned tasks and to process information; familiarity with personal computers and related software.

Minimum Qualifications

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

Typing skills (45 w.p.m. with 95%) and familiarity with computer keyboards and data inputting, clearly legible handwriting, and proficiency in spelling.

• Skills testing will be administered

Proficiency in Microsoft Word, Excel, Outlook and Power Point.

Preferred Qualifications

Possession of a bachelor’s or higher degree, from an accredited college or university OR , four (4) years of full time, professional administrative work experience.

Advanced in Microsoft, Excel, Outlook and Power Point.

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.

Please note that there are no remote job opportunities, all positions are located onsite .

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.

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.

Salary : $30,354