Administrative Assistant II - Foia And Records Retention Coordinator Ddo Northern
Administrative Assistant II - Foia And Records Retention Coordinator Ddo Northern
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$ 6005 - 8678
1 Vacancy
Job Description
Job Requisition ID:47013
Position Title:Administrative Assistant II
Working Title: Administrative Assistant IIFOIA and Records Retention Coordinator Deputy Directors Office Northern.
Closing Date: 05/29/2025
Agency:Illinois State Police
Class Title:ADMINISTRATIVE ASSISTANT II 00502
Skill Option:None
Bilingual Option:None
Salary: Anticipated starting salary $6005 monthly; Full Range $6005$8678 monthly.
Job Type: Salaried
Category:Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code:RC028
Merit Comp Code:
- Please upload a copy of your official/unoffical transcripts for all degrees earned and a copy of any applicable professional licenses you possess to the MY DOCUMENTS section of your application.
- Note: The Illinois State Policemust verify and have proof of higher education and coursework (if applicable) for any degree earned before any offer can be extended.
- Answer all questions thoroughly DO NOT STATE SEE RESUME
- This position is a union position; therefore provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
- All applicants who want to be considered for this positionMUSTapply electronically through thewebsite. State of Illinois employees should click the link near the top left to apply through theSuccessFactorsemployee career portal.
- Applications submitted via email or any paper manner (mail fax hand delivery) will not be considered.
Posting Identification Number47013
Why Work for Illinois
Working with the State of Illinois is a testament to the values of compassion equity and dedication that define our state. Whether youre helping to improve schools protect our natural resources or support families in need youre part of something bigger something that touches the lives of every person who calls Illinois home. No matter what state career youre looking for we offer jobs that fit your life and your schedule flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our toptier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
The Illinois State Police (ISP) Division of Criminal Investigation is seeking a qualified candidate to serve as an Administrative Assistant II FOIA and Records Retention Coordinator. This position processes and responds timely to FOIA requests on behalf of the Division ensuring compliance with FOIA policies. Manages shared resources conducts searches and communicates with the agencys FOIA Officer. Collaborates with and serves as a backup to the CentralSouthern FOIA to ensure the timely processing of all Division FOIA requests. Assists with records retention and reporting requirements. Maintains agency contacts and record holders. Confers with management on administrative concerns. Assist with the transfer and completion of FOIA forms. Successfully completes all required training. Performs other duties as assigned or requested which are reasonably within the scope of the duties above.
About the Agency
The Illinois State Police strives for excellence seeking to be one of the premiere policing agencies in the country. Our core values are Integrity Service and Pride. We are seeking individuals with similar values to join us on our mission to promote public safety.
Essential Functions
- Under the general direction of the Chief of Staff serves as the Division of Criminal Investigations northern region FOIA Liaison and Records Retention Coordinator organizing planning executing controlling and evaluating all FOIA requests on behalf of the Division.
- Assists in implementing policy for the maintenance of Division records.
- Plans for the efficacious implementation of approved procedures for processing FOIA requests by maintaining a full working knowledge of all Division programs and procedures record sources and retention schedules.
- Confers with management and the FOIA Officer on the integration of program function improvements to improve compliance with FOIA and reduce FOIA Appeals.
- Assist management with special projects as needed.
- Performs other duties as assigned or requested which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications
- Requires knowledge skill and mental development equivalent to completion of four years of college preferably with coursework in business or public administration.
- Requires two years of professional experience in a public or private organization.
Preferred Qualifications
- Prefers one (1) year of professional experience working with the principles and practices of public and business administration.
- Prefers one to two (12) years of professional experience working with a variety of agency policies and directives as they relate to FOIA administrative processing and records retention including State Freedom of Information Act (5 ILCS 140/1 et seq.) and State Records Act (5 ILCS 160/1.5).
- Prefers one to two (12) years of professional experience developing and managing a small agency function program.
- Prefers one to two (12) years of professional experience establishing effective working relationships with agency personnel for the preparation and reporting of FOIA responses.
- Prefers one (1) year of professional experience using Microsoft Office products including but not limited to Word Outlook Excel and Teams.
- Prefers one to two (12) years of professional experience analyzing administrative problems and adopting an effective course of action.
- Prefers one to two (12) years of professional experience developing installing and evaluating new and revised methods and procedures and performance standards.
- Prefers one to two (12) years of experience with the Agencys organizational makeup and records management system and interpreting department policies and procedures.
Conditions of Employment
- Requires the ability to successfully pass background investigation.
- Requires the ability to successfully pass drug screening.
- Requires the successful completion of the ISP FOIA Confidentiality Agreement.
- Requires the successful completion of the Illinois Attorney Generals annual FOIA Officer training.
- Overtime is a condition of employment and you may be requested or required/mandated to work overtime including scheduled unscheduled or lastminute overtime. This requires the ability to work evenings and weekends.
- The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions
Benefits Package
The Illinois State Police offers a robust benefit package including:
- Flexible work schedules in many program areas
- Health life vision and dental insurance.
- 12 weeks paid maternity/paternity leave.
- Pension Plan
- Deferred Compensation and other pretax benefit programs.
- Employees earn twelve (12) paid sick days annually.
- Ten to twentyfive (1025) paid vacation days based on years of service.
- Employees earn three (3) paid personal days prorated based on start date.
- ThirteenFourteen (1314) paid state holidays annually.
Work Hours: Monday Friday; 8:30a 5:00p
Work Location: 801 S 7th St Springfield IL
Agency Contact:
Posting Group: Legal Audit & Compliance
This position DOES NOT contain Specialized Skills (as that term is used in CBAs).
APPLICATION INSTRUCTIONS
- Use the Apply button at the top right or bottom right of this posting to begin the application process.
- If you are not already signed in you will be prompted to do so.
- State employees should sign in to the career portal for State of Illinois employees a link is available at the top left of in the blue ribbon.
- NonState employees should log in on the using the View Profile link in the top right of in the blue ribbon. If you have never before signed in you will be prompted to create an account.
- If you have questions about how to apply please see the following resources:
- State employees: Log in to thecareer portalfor State employees and review theInternal Candidate Application Job Aid
- NonState employees: click Application Procedures in the footer of every page of the website.
The main form of communication will be through email. Please check your junk mail spam or other folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
Required Experience:
IC
Employment Type
Full-Time
