Administrative Assistant I - Office Manager 1 job from State of Illinois in Chicago, IL 60606, United States

Tuesday 15th, March 2022

State of Illinois

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Chicago, IL 60606

Full-time

Business Management

Salary : USD 4558

State of Illinois is a reputed company based in Chicago, IL 60606. We are looking for talented professional from the field of Business Management to join our team as Administrative Assistant I - Office Manager 1.

Agency: Criminal Justice Information Authority
Closing Date/Time: 03/16/2022
Salary: $4558 - $6699 / Month CBA language applies
Job Type: Salaried Full Time
County: Cook
Number of Vacancies: 1
Plan/BU: RC028

Job Req: 12615

Job Req: 12615
Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.


DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

CMS100 or CMS100B Employment Application and all applicable documentation and should besubmittedto the Agency contact listed below.

Please be sure to read the "how to apply" to ensure that yousubmit the correct application.
Please list the Job Req Number - County - Position Title - Your Full Name in the email subj line
(for example: Req#12615 - Cook - Admin Asst. I - John Doe)


ICJIA responds to community needs with research and federal and state grants administration. ICJIA
administers over 100 million dollars in grants, including the R3 (restore, reinvest, renew) grants (funded
through the tax on legalized cannabis), state violence prevention grants, and federal grants including under
the Violence Against Women Act and the Victims of Crime Act. ICJIA convenes groups and collaborates on
efforts to reform the criminal justice system. ICJIA leads criminal justice reform efforts by supporting policy
makers through research.

Position Overview

We are looking for someone who is friendly, energetic, organized, and assertive who can oversee
operations in our Chicago and Springfield office. This position will oversee planning and coordinating of all
office meetings and special events; oversee supply orders and room set-up for events; and function as an
administrative assistant to our Executive Staff. This position will coordinate travel for all staff and provide
back-up coverage for our reception area; provide staff support as assigned by the Chief of Staff which will
include technical assistance, training and guidance regarding Authority initiatives and projects. This
position manages and identifies operational problems and oversees routine maintenance and repairs; and
reports office progress to the Chief of Staff and the Executive Director and works with them to improve
office operations and procedures. If you are interested in this position and meet the minimum
requirements, we encourage you to apply.

Job Responsibilities
  • Serves as the ICJIA Office Manager; coordinates the agency's space needs; serves as office
    liaison with the Executive Staff and management; handles information that is highly
    confidential; completes special projects as assigned. Oversees the planning and coordinating
    of all office meetings and special events; monitors office supplies and ordering of supplies;
    monitors room set-up for events; travel coordinator for the Authority employees and
    members of the board. Provides back-up coverage of the front desk in the receptionist's
    absence and ensures that the front desk has coverage during regular business hours.
  • Provides backup support to the Executive Staff: communicates with unit Directors and
    managers, relaying important information or policy changes from the Chief of Staff and the
    Director; conducts special projects and investigations of a sensitive technical nature and/or
    interprets findings; discusses policies and objectives for specific programs and projects with
    the Executive Staff; analyzes and interprets information and develops recommendations on
    remedial action; informs management and staff of the Chief of Staff’s instructions; composes
    complex letters, and reports. Provides staff support as assigned by the Chief of Staff, including
    technical assistance, training and guidance regarding Authority initiatives and projects
  • Oversees the daily operations of the Chicago and Springfield offices. Requires overnight travel
    to the Springfield office for meetings and onboarding of new employees in the Springfield
    office.
  • Manages and identifies operational problems and schedules routine maintenance and repairs;
    oversees the direct billing process for vehicle maintenance; provides training for ICJIA staff for
    using Telecom and Printer Equipment. Works closely with Human Resources to coordinate IT
    needs for new employees. Reports office progress to the Chief of Staff and Director and works
    with them to improve office operations and procedures.
  • Develops administrative controls and procedures affecting Executive Staff correspondence and
    activities; utilizes a personal computer, software applications, data storage and scanning
    equipment to upload files into internal databases; composes and archives a variety of
    correspondence and forms; creates and updates a spreadsheet of all office meetings and
    events.
  • Assembles documentation and independently compiles data and prepares complex reports for
    Human Resources, Office of the General Counsel and the Office of the Deputy Director.
  • Establishes and maintains effective public relations for the Office of the Executive Director,
    Senior Staff and the Authority; schedules appointments and arranges and coordinates ICJIA
    meetings; Notarizes documents as needed.
  • Performs other duties as assigned which are reasonably within the scope of duties
    enumerated above.


Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four years of
college, preferably with courses in public or business administration.
2. Requires one year of professional experience in a public or private organization.

Knowledge, Skills, and Abilities

1. Prefer 5 years of experience managing an office and coordinate office functions
2. Requires ability to follow oral and written instructions
3. Requires excellent oral and written communication skills
4. Requires excellent interpersonal skills
5. Requires good organizational skills and the ability to effectively prioritize workload
6. Requires working knowledge of Microsoft Word, Access, and Excel
7. Must have experience handling confidential information.

Conditions of Employment

1. Requires ability to lift/push/pull/move up to 50 pounds.
2. Overnight travel is required.
3. Requires a notary public license.

Work Hours: 8:30AM - 5:00PM, Monday-Friday
Work Location: 300 W Adams St Chicago, IL 60606-5101
Agency Contact:

[email protected]

Phone #:

312-793-8550

Job Function: Clerical and Administrative Support


CANDIDATES MUST SUBMIT A SEPARATE BID FORM (as applicable) AND CMS-100 OR CMS100B(promo app) FOR EACH POSTED VACANCY APPLIED FOR.

See below to ensure that you submit the correct application.

Please list the Job Req Number - County - Position Title - Your Full Name in the email subj line
(for example: Req#12615 - Cook - Admin Asst. I - John Doe)

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: [email protected]

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact email address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants.
    • Failure to complete and submit the new CMS-100B (version dated 9/2020 or after) will result in your application being rejected.


  • Seeking a Transfer – Submit an Official Position Vacancy Bid Form, Transfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.


  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.


Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.


Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after) and official college transcripts (where applicable) to the Agency Contact email address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s) will be rejected.
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

Skills required

How To Apply

Please submit your application as instructed in the job advert or Apply from Company Website