What are the responsibilities and job description for the Lead Trainer - Personnel (MA III) position at Illinois Secretary of State?
| Office of the Illinois Secretary of State | |
| Alexi Giannoulias | |
Division: Personnel - Training - Chicago
Union: N/A
Location: 17 N State St, Chicago, IL – Cook County
Salary: $4,656 to $10,513 monthly, commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
The Illinois Secretary of State’s Office, (“ILSOS”), is the largest of its kind in the nation with more than 4,200 employees and 25 separate departments. The Executive Office is led by Secretary Giannoulias, assisted by a Chief of Staff, a Deputy Secretary, Chief Deputies and other leaders who execute the Secretary’s initiatives in partnership with ILSOS Department Directors & Deputies.
The Personnel Department is one of the 25 Departments of ILSOS and is responsible for hiring and onboarding new employees across all ILSOS departments. This work is conducted by a staff of over 45 located in offices in Springfield and Chicago, as well as at certain DMV locations. A core function of the Department is the hiring process, which involves identifying eligible candidates, interviewing and/or testing applicants, conducting application and job history reviews, background checks, and fingerprinting potential employees for ILSOS openings. Job applicant testing is conducted in all locations, as well as select public libraries. Onboarding includes sign-up sessions for new employees to provide benefit information, and other documentation necessary for employment. The Personnel Department is responsible for providing a full day, in-person New Employee Orientation (NEO) for all new hires. Additionally, the Department provides job counseling services as well as outreach at job fairs. The Personnel Department includes the following divisions: Human Resources, Staff Development & Training, Discipline, EEO, DEI, Standards & Testing, Leaves of Absence, Transactions & Records Management, Employment Services/Benefits and Field Services.
Overview:
The ILSOS Personnel Department Lead Trainer – Chicago Operations (“Lead Trainer – Chicago”) is a key member of the ILSOS Personnel Team, based in Chicago, but jointly reporting to the Deputy Director of Chicago Personnel, as well as the Lead Trainer in the Training division in Springfield. The ILSOS Lead Trainer – Chicago will perform a variety of highly responsible administrative and at times confidential work involving human resources training, including mandatory and elective topics (subject matter programs) for all new and existing employees within the Office of the Secretary of State, with a focus on leading all new employee orientations in Chicago. The Lead Trainer- Chicago will assist in developing new human resource training programs, including materials, technological presentations and assessment tools, both mandatory and elective, with other department personnel on such topics as customer service, discipline, and substance abuse, to name a few. The Lead Trainer -Chicago will make recommendations to improve trainings and will confer with supervisors, lead trainer(s), management or administrative staff to implement improvements. This Lead Trainer – Chicago will be responsible for all preparations for and follow-up to all New Employee Orientations in Chicago, including but not limited to, informing new employees of the NEO, preparing their paperwork, routing paperwork properly after NEO and timely completing analyses of evaluations submitted by NEO attendees. Because NEO and other trainings will not take 100% of the Lead Trainer’s work time, the Lead Trainer – Chicago will also perform other onboarding functions such as fingerprinting and benefits sign-ups for new hires. This position will serve as Lead Trainer -Chicago 75% of the time and perform hiring and onboarding duties the remaining 25%. On-boarding duties will include gathering pertinent documentation for personnel transactions including processing eligible lists; serving on onboarding sign-ups team; conducting interviews and making job offers; and assisting with special projects.
Duties and Responsibilities:
- Lead Chicago NEOS. Leads the Chicago New Employee Orientation (“NEOs”), sessions, which requires at least 2 and at times 4 or more day-long Orientation sessions per month for 5 to 25 new employees per session, with additional trainings in the summer months for temporary summer workers. Leading the NEOs includes: presenting the entire program (6-7 hours), and/or working with colleagues to support them in presenting portions of the program; notifying all new employees of the details of the NEO and preparing packets of materials, often voluminous, for each trainee; presenting and grading the test trainees take at the end of the NEO; managing all follow-up paperwork for new employees following NEO, including but not analyzing and summarizing evaluations for proposed improvements.
- Assist in Developing and Leading Targeted Trainings in Other ILSOS Areas of Need. Performs administrative and confidential work with the Deputy Director and Lead Trainer (Springfield) involving human resource training for all employees within the Office of the Secretary of State including development, implementation and presentation of training programs, materials, evaluations and selection of presentation aids for additional mandatory and elective topics beyond New Employee Orientation. Such topics might include: , Customer Service, Ethics, Sexual Harassment, Discipline, Right to Know, Completing Performance Evaluations; Attendance Monitoring, Family Medical Leave Act (FMLA) and other leaves.
- Assist with ILSOS Hiring Process. As directed by the Deputy Director, assists with hiring process through filling of positions by review of eligible list and applications; performs other duties as a member of on boarding and new orientation teams such as interviewing candidates, fingerprinting new hires, and leading sign-up presentations.
- Travels to various sites within the State of Illinois in support of work duties; possession of a valid Illinois Driver’s License and insurance is required.
- May back-up front desk/reception staff and/or test room staff.
- Performs other related duties as required or assigned.
- Professional, competent and engaging when presenting in front of public, whether small (5-10) or large (25-50) groups.
- Able to think and respond to questions from new employees warmly, empathetically, accurately and completely.
- Organized, diligent and timely regarding all preparation for and wrap-up paperwork after all training sessions, which is substantial.
Requires knowledge, skill and mental development equivalent to the completion of four years of college, with coursework in public or business administration AND three years of responsible professional experience in a public or private organization.
Application Process:
- Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume, or other attachments as needed.
- Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
- Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
Salary : $4,656 - $10,513
