||Administrative Assistant - Assistant Director
|| Job Vacancy Announcement
Judicial Branch Employment Application
||Probation Services Division – Chicago
||Open until filled.
September 20, 2013.
|Number of Vacancies:
ESSENTIAL DUTIES: The Administrative Assistant provides assistance to the Assistant Director of the Probation Services Division through coordination of office support activities and performance of secretarial duties. Responsibilities include: Handling of sensitive and confidential information such as composing and editing correspondence and documents involving matters of probation and court services personnel, policy and/or programming; Research and compiling basic statistical and information reports; Coordinating and maintaining the Assistant Director's office filing system; and Managing the communication and flow of information among the Division's four operational units, probation departments, and the Assistant Director's office. Initiative and independent judgment are exercised within a broad range of ongoing tasks and new initiatives.
Functions include: Creates and updates meeting materials and maintains follow-up records; Coordinates meeting logistics and travel arrangements for Assistant Director; Creates electronic and paper files and maintains the paper and electronic filing systems; Processes invoice vouchers, contracts, and purchase requisitions; Files and maintains print Division library materials; Coordinates Chicago office supply orders; Maintains and updates databases for various reports and programs; Other duties as assigned.
SELECTION FACTORS: Skill in composition, communications, records management and report preparation; Excellent organizational, analytical, interpersonal and communication skills; Strong knowledge and experience with personal computer applications (i.e. Word, Access, and Excel) and graphical illustrations; Ability to use initiative and work independently to complete assignments; Ability to make decisions on established policies/standards; Ability to communicate effectively, verbally and in writing; Ability to plan, organize, implement, and maintain a variety of functions and projects simultaneously and meet required deadlines and schedules; Associates with employees and the public in a pleasant, courteous and helpful manner; Responds to change productively.
EXPERIENCE AND EDUCATION REQUIREMENTS:
Minimum: A minimum of four (4) years office experience performing secretarial services and assistance to a manager with strong attention to detail. Applicant should possess an associate degree in secretarial science or a related area.
Preferred: A bachelor's degree in good standing from an accredited university or college. Knowledge and understanding of Illinois judicial branch structure and functions is desirable, but not required.
PHYSICAL REQUIREMENTS: Ability to sit for extended time periods. Ability to retrieve files. Professional office working environment requiring telephone usage and ability to process written documents.
How to Apply: Interested persons should submit - via email or hard copy - a letter of interest, resume, and completed Judicial Branch Employment Application to:
Administrative Office of the Illinois Courts
Attention: Human Resource Unit, # 0759
3101 Old Jacksonville Road, Springfield, IL 62704
EQUAL OPPORTUNITY EMPLOYER
This position will remain open until filled. However, those persons submitting materials by
September 20, 2013 will be given first consideration.