Office Administrator

The Office of the State Appellate Defender has an opening for an Office Administrator with the Mt. Vernon office (5th District) with a start date of June 1, 2025.

The Office of the State Appellate Defender is committed to a culture of diversity and inclusion, while providing a congenial atmosphere, competitive compensation package and an excellent benefit plan. Details of benefits can be found at https://cms.illinois.gov/benefits/stateemployee.html

The Office of the State Appellate Defender is a state agency created by the State Appellate Defender Act (725 Illinois Compiled Statutes, Act 105). The principal function of the Office of the State Appellate Defender is to represent indigent persons on appeal in criminal cases when appointed by the Illinois Supreme Court, the Appellate Court or the Circuit Court.

The Office of the State Appellate Defender is nationally recognized for excellence in providing indigent criminal services. It is the policy of the Office of the State Appellate Defender that services shall not be denied due to race, color, religion, sex, sexual orientation, national origin, ancestry, age, marital status, or disability. Equal Opportunity Employer.

General Description/Job Summary: Under the general leadership of the Deputy Defender, the Office Administrator will oversee and coordinate daily office operations, fostering a smooth and efficient work environment. This role encompasses managing and supervising support staff, handling administrative tasks, and executing operational functions that enhance the office’s overall effectiveness. The Office Administrator will also undertake additional duties as assigned by the Deputy Defender and Director of Support Services, ensuring seamless execution of office responsibilities.

Duties and Responsibilities will include:

• Work in alignment with OSAD’s values to support the Deputy Defender and Director of Support Services in fostering a culture of accountability, collaboration, and continuous improvement.
• Lead, mentor, and manage office support staff, including supporting recruitment, training, and performance evaluations to foster a high-performing team.
• Provide ongoing training and professional development opportunities to enhance department skills and knowledge.
• Monitor and evaluate department work quality, ensuring accuracy, completeness, and adherence to agency standards.
• Identify and implement workflow and procedure improvements to enhance efficiency and productivity.
• Develop, implement, and maintain departmental policies, procedures, and best practices to ensure consistent, high-quality support.
• Oversee daily office operations, including supplies, equipment, inventory, travel coordination, and facilities management.
• Assist with HR functions, such as onboarding, employee records, and benefits administration.
• Serve as a point of contact for external agencies, handling case inquiries, communications, and visitor requests.
• Coordinate with internal departments and external vendors to facilitate office functions and resolve issues.
• Develop, implement, and maintain office safety protocols and emergency procedures.
• Organize and coordinate office events, meetings, and conferences, including logistics, catering, and accommodations.
• Ensure effective technology utilization and tool implementation to support departmental functions.
• Ensure office support staff compliance with agency procedures, court rules, and deadlines.
• Develop and enforce confidentiality procedures and sensitive information handling protocols.
• Perform additional tasks and duties as required to support office operations.

Education, Knowledge and Skills:

• Bachelor's degree from an accredited college or university in Business Administration or a relevant field preferred, not required.
• Three to five years of experience in office administration or a similar administrative role, with a minimum of two years in a supervisory or management position.
• Proven leadership and team management skills to motivate and guide staff.
• Self-motivated with the ability to anticipate needs and ensure seamless office operations.
• Excellent strategic thinking and problem-solving abilities to drive informed decision-making.
• Exceptional written and verbal communication skills to effectively interact with various teams.
• Adaptable, flexible, and responsive to changing needs and priorities.
• Strong analytical, critical thinking, interpersonal, and collaborative skills to drive results.
• Skilled at working collaboratively with teams to foster a positive organizational culture.
• Capable of developing and implementing strategies to enhance departmental performance and efficiency.
• Meticulous in ensuring the accuracy and quality of work, with a focus on delivering exceptional results.

The starting salary is between $56,750.00 - $67,150.00, depending on the candidate’s relevant experience.

If you think this job is for you: Submit Cover Letter and Resume no later than April 28, 2025 at 4:30 PM. Your cover letter should tell us why we should consider you for employment with our agency. Resumes without a cover letter will not be considered.

Job Type: Full-time

Pay: From $56,750.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Mount Vernon, IL 62864 (Preferred)

Ability to Relocate:

• Mount Vernon, IL 62864: Relocate before starting work (Preferred)

Work Location: In person

Salary : $56,750 - $67,150