OFFICE ASSISTANT OPT 2 Apply
Agency : Illinois State Police
Closing Date/Time: 02/06/2024
Salary: $3407 - $4514 / per month; CBA language applied - anticipated starting salary $3,324
Job Type: Salaried Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC014
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 position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number
32015
Resumes are recommended to be uploaded to your profile/attached to the application. Please upload transcripts to your application.
About this Position
Under general direction, serves as receptionist for the ISP Academy. Receives all incoming telephone calls, transfers calls to the appropriate party and takes messages. Performs data entry and complex typing including preparing letters, memoranda, and student outlines. Maintains the computerized keyless entry card system. Receives and processes all incoming Academy mail and packages. Ensures all visitors display proper identification while at the Academy. Assists the Academy Fleet Coordinator and Academy Property Custodian with processing fleet and inventory records. Serves as back-up to the Academy Registrar when necessary.
Job Responsibilities
- Performs clerical duties and provides information to a variety of parties.
- Receives all incoming telephone calls, transfers calls to the appropriate party, and takes messages as necessary.
- Provides information and assistance to all ISP employees, visitors, and students attending meetings or classes at the Academy, directing them to the appropriate staff, classroom, or meeting room.
- Provides information regarding overnight accommodations to individuals lodging at the Academy.
- Ensures all visitors display proper identification while at the Academy.
- Performs duties associated with access for guests to the facility.
- Maintains the computerized keyless entry card system.
- Through the use of the computerized keyless entry card system, activates and deactivates key cards as appropriate.
- Prepares paperwork with name and assigned room number to facilitate registration of guests on a weekly basis.
- Maintains records in a manner which allows individuals assigned to staff duty the ability to make inquiries and issue key cards.
- Assists the Academy Fleet Coordinator by organizing, coordinating, and reconciling all Academy fleet expense records.
- Responsible for the data entry of all records into the FLEETFA software.
- Assists with scheduling vehicle repairs and manages the van and spare fleet assignments for use by Academy personnel and various department employees.
- Serves as the liaison for staff and personnel.
- Provides assistance to the Academy Registrar when necessary by assigning housing rooms, classrooms, and coordinates with the Academy Cafeteria staff and the Audio-Visual personnel.
- Maintains the Academy Training registrations for Recruit, Canine, and ECSO training as needed.
- Assists the Property Manager and Custodian with the Academy Property Control.
- Updates the SAP Property Control software with reconciled property control information for Academy personnel who possess the property while assigned to the Academy.
- Assists with the quarterly and annual physical inventory by identifying and reconciling Academy property and ensuring it is accurate.
- Provides assistance with any surplus projects that arise and the reconciliation of those items with CMS and in the SAP property control software.
- Performs data entry and complex typing duties.
- Prepared documents including preparing letters, memoranda, and student outlines.
- Proofreads for general clarity, punctuation, grammar, spelling, capitalization and typographical errors.
- Assists with processing and issuing Breath Alcohol Analysis Operator licenses and renewals.
- Receives and processes all incoming Academy mail and packages.
- Distributes mail accurately to the appropriate personnel via mailroom boxes.
- Updates and changes mailbox assignments as appropriate.
- Coordinates the pick-up of special packages and items to be shipped via commercial delivery service
- Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.
Minimum Qualifications
1. Knowledge, skill and mental development equivalent to the completion of high school and one year of related office experience.
2. Requires ability to type at 35 wpm
Preferred Qualifications
1. Requires working knowledge of grammar, spelling and punctuation.
2. Prefers working knowledge of the alpha-numeric sequencing.
3. Prefers one-year working knowledge of office practices, procedures and programs.
4. Requires working knowledge of basic mathematics.
5. Prefers two (2) years experience following oral and/or written instructions.
6. Prefers one-year experience of Microsoft Word, Microsoft Edge, and Microsoft Access software programs.
Conditions of Employment
1. Successfully complete an Illinois State Police Background Investigation.
2. Successfully complete an Illinois State Police Drug Screen.
3. Requires a valid drivers license.
Work Hours: M-F 8:30-5:00
Work Location: 3700 E Lake Shore Dr Springfield, IL 62712-8609
Agency Contact: ISP.JobPostings@Illinois.gov - DO NOT APPLY DIRECTLY TO THIS EMAIL ADDRESS. YOU MUST CLICK THE \\\\\\\\\\\\\\\"APPLY\\\\\\\\\\\\\\\" BUTTON.
Job Family: Office & Administrative Support
AGENCY STATEMENT
The Illinois State Police strives for excellence seeking to be one of the premier 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.
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 the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State employees should log in on the using the View Profile link in the top right of the Illinois.jobs2web.com homepage 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 the career portal for State employees and review the Internal Candidate Application Job Aid
Non-State employees: on Illinois.jobs2web.com 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:
- donotreply@SIL-P1.ns2cloud.com
- systems@SIL-P1.ns2cloud.com
THE ISP IS A DRUG FREE WORKPLACE
