Administrative Aide

Administrative AideDivision of Public Safety The Division of Public Safety is now accepting applications for an Administrative Aide to perform a variety of essential tasks related to the administration of departmental work functions within the Division of Public Safety. Serving as a liaison between campus and community partners as well as other law enforcement agencies and government offices, the Administrative Aide will operate at a high level of autonomy and independent decision making.

Duties & Responsibilities

• Perform a variety of complex administrative and professional assistance in planning, coordinating, and managing the maintenance and adherence to the Department’s accreditation through Illinois Law Enforcement Administrative Professionals (ILEAP) to ensure employees are complying with accreditation standards.
• Maintain accreditation files and data systems ensuring everything is compliant with the requirements. Ensure all annual and time-sensitive reviews, reports, audits, and inventories are complete and meet standards.
• Manage physical and digital evidence for the University Police centralized evidence vaults; receive evidence collected from various police units and subsequently store with proper accountability and chain of custody, transfer items of evidence to rightful owners, officers, the Illinois State Police crime lab, and the States Attorney’s Office. Download, copy, and upload digital evidence at the request of the State’s Attorney’s Office.
• Utilize various computer databases to research case status to ensure the timely and proper destruction of evidence following department policy.
• Assist the Human Resource office with payroll preparation and day-to-day operations.
• Manage and control confidential files and documents including institutional and historical documents.
• Draft and distribute comprehensive responses/reports related to requests for data and other summative materials for review. The ability to analyze, interpret, and compose appropriate responses is required of this position. Maintaining confidentiality is a critical requirement of the individual serving in this role.
• Assist with searches and employment processes.
• Assist the coordination of departmental Annual Reviews and updated job descriptions on a yearly basis.
• Coordinate special projects and essential programs as needed.
• Serve as a liaison between campus and community partners including other law enforcement agencies and government offices.
• Manage and coordinate travel and itineraries for staff or candidates. Ensure the necessary reimbursements and reconciliations are completed in Chrome River in accordance with university policy. Other duties as assigned.
  
  

Minimum Qualifications:

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories:
• college course work in business, finance, accounting or a related field:
• 60 semester hours or an Associate's degree equals one (1) year (12 months)
• 90 semester hours equals two (2) years (24 months)
• 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
• Master's degree or higher equals four (4) years (48 months)
• Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles
  
  

Preferred Qualifications

• Experience with managing databases and software systems.
• Experience managing multiple projects simultaneously.
  
  

Knowledge, Skills and Abilities

• Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, and agency rules.
• Knowledge of police terminology and procedures.
• Valid Driver’s License is required.
• Understanding of accreditation processes and standards.
• Ability to manage time.
• Ability to work effectively as a team member as well and independently.
• Must be detail oriented.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents and volunteers.
• Requires exceptional ability to maintain confidentiality and discretion.
• Knowledge and understanding of University policies/procedures.
• Strong communication and written skills.
• Working knowledge of various software and web-based programs such as Microsoft Word, Excel, PowerPoint, BANNER, HRFE, and ANA.
• In depth knowledge of the Division of Public Safety’s personnel records, citizen complaint records, internal investigation records as well as discipline records system.
• Ability to understand and help resolve complex problems as they arise.
  
  

Appointment Information:This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. The budgeted salary range for this position is $60,000.00 - $70,000.00.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.Application Procedures & Deadline Information:Applications must be received by 6:00 pm (Central Time) on February 27, 2025. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Work authorization sponsorship is not available for this position.If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jen Cochrane at walburnc@illinois.edu. For questions regarding the application process, please contact 217-333-2137.The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits.The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.Requisition ID: 1029492

Job Category: Professional and Administrative

Apply at: https://jobs.illinois.edu