Location: Chicago,IL, USA
Cook County
Sheriff
Job Code: XXXX
Job Title: Executive Assistant
Salary Grade: 16
Department: Various departments and locations available
Bargaining Unit: Not Applicable
Position Details: Civilian (non-sworn)/non-merit ranked/ internal & external candidates
FLSA Status: Exempt
Probation Period: 12 months
Direct Appointment
Characteristics of the Position
General Overview
Functions as a technical administrative or other informed advisor and assistant to a department or division head, or other managers in matters requiring an extensive knowledge of the rules, regulations, objectives, and protocols of the department. Acts as a personal representative or liaison on behalf of the executive or agency to bridge issues of common concern between professional staff, management and support operations, assumes primary supervisory responsibility for or oversight of select programs, functions, task, personnel and projects as directed; is privy to confidential records; assists in the formulation and interpretation of policy; sets procedures; manages executive itineraries and agendas; investigates operational problems; recommends appropriate course of action to resolve problems and conflicts.
Performs a variety of coordinated and specialized tasks to provide logistical, administrative, and office management support. Works closely with multiple supervisors to accomplish multiple time-dependent tasks and assignments concurrently in an organized and efficient manner that includes independent follow-up on unresolved business within the scope of the position. Is privy to sensitive and confidential information necessary to support senior command staff and their designees. General support of all Department members contacting the offices of senior command staff for guidance, support, and information.
Key Responsibilities and Duties
Keep official records; prepares memorandums outlining and explaining administrative procedures and policies. Directs preparation of records such as notices, minutes, and resolutions for meetings. Acts as custodian of documents and records; directs preparation and filing of documents.
Provide information and assistance to public on agency programs and procedures; advises individuals of procedures for obtaining benefits or fulfilling obligations by explaining regulations, policies, and activities of the agency.
Advise others in the preparation of applications required to obtain services, benefits, or documents from the agency.
Investigate errors or delays in processing of application for benefits or services and initiates corrective action.
Coordinate errors or delays in processing of application for benefits or services and initiates corrective action.
Utilize standard keyboard to apply various computer or software application to assigned tasks and to process information or may so direct others as required.
Evaluate office production, revises procedures or devises new forms to improve efficiency or workflow.
Establish uniform correspondence procedures and practices. Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Create, develop, and maintain databases as needed for tracking purposes.
Assist in the preparation of agendas and acts as general assistant for meetings; prepare materials, prepare presentation slides, presenter notes and handouts.
Maintain office reference materials, such as administrative manuals, bulletins, etc.
Coordinate general activities in the office, including arranging for equipment and facilities maintenance.
Review clerical and personnel records to insure completeness, accuracy, and timeliness.
Prepare activities report for guidance of management.
Provides exceptional customer service, also responsible for greeting and directing employees, visitors, and vendors.
Determine and develop annual goals and objectives, and monitor progress towards those goals.
Accountable for project deadlines and successful completion of projects.
Responsible for monitoring performance measures and reporting the performance status to the supervisor.
In coordination with the other staff, research, draft, discuss, implement, and enforce the Sheriff's policies and procedures.
Develops and maintains confidential reports as requested by the department head.
Perform all other duties as assigned.
Knowledge, Skills, and Abilities
Competency in performing highly specialized administrative work independently including the composition of letters, memoranda, and reports.
Skill in planning, developing, and completing complex assignments with minimal direction.
Accurate judgment in making decision, reorganizing established precedents and in meeting new problems.
Thorough working knowledge of or ability to grasp and utilize the policies, protocols, systems, procedures, and technical vernacular of the agency, department, and County, as they are applicable to assigned duties and responsibilities quickly and effectively.
Ability to effectively participate in staff meetings or other forums aimed at developing constructive ideas, observations, and insights.
Skill and ability to effectively perform and direct any or all-clerical, secretarial, and administrative tasks within the jurisdiction or area of authority designated.
A high level of accuracy and proficiency in the use of word processing, PC software and other computerized programs to manage and generate information, reports, letters, etc. may be required.
A high level of skill and proficiency in maintaining work related or financial records and evaluating the work activities and records of other staff engaged in related activities.
Ability to communicate effectively with tact and courtesy.
Skill in interacting with others to investigate, gather and review confidential materials, information, and incidents of record.
Ability to coordinate multiple tasks and perform well under pressure; ability to relieve management of certain administrative functions.
Ability to understand and follow through on oral and written instructions.
Ability to maintain a professional appearance and attitude at all times.
Ability to remain composed at all times for the purpose of gathering and dispatching information accurately and efficiently.
Ability to communicate effectively with executive management, peers and colleagues on day-to-day matters and sensitive matters requiring prompt attention.
Ability to maintain confidentiality.
Minimum Qualifications
Possession of a high school diploma or GED certificate PLUS three (3) years of experience working in a responsible administrative role within an executive office environment OR an equivalent combination of professional work experience, training, and education. *Experience must be clearly shown on your resume.
Demonstrated intermediate with Microsoft Office applications (Word, Excel, Outlook, and Power-Point), e-mail, computer software, and other electronic platforms in order to perform the essential functions of the position. Skill testing will be administered.
Required to successfully learn and operate multiple internal computer systems.
Must have excellent organizational, verbal, and written communication skills.
Must be highly organized with demonstrated ability to multi-task and manage a high volume.
Preferred Qualifications
Graduated from an accredited college or university with a bachelor's degree, preferably in relation to specific duties and area of assignment.
Five (5) years of Professional work experience as an executive assistant/administrative assistant, office manager, and/ or clerical professional work experience. *Experience must be clearly shown on your resume.
The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee's normal line of work.
Article EE, Civilian Recruitment and Selection Process, of the Sheriff's Employment Action Manual (SEAM), applies to this employment process and can be found at the following link:
Please note that there are no remote job opportunities, all positions are located onsite.
The Cook County Sheriff's Office prohibits all unlawful discrimination in its hiring and promotional process.
All Cook County Sheriff's Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.
* Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.
I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.
EEO Statement
At the Cook County Sheriff's Office, we value and embrace you. It's our belief that diversity and inclusion is an essential component to our success as an international business. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff's Office policy applies throughout the employment relationship-including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff's Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant's merit and qualifications, the position requirements, and our business needs.
Benefits
* Health Insurance Program - Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents
* Holidays - Thirteen (13) Holidays are granted in each Fiscal Year
* Sick Leave - Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days
* Vacation Leave - Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee's anniversary date of employment
* Life Insurance - Basic term life insurance, equal to one (1) time the employee's annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage
* Pension Plan - Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment
* Deferred Compensation Program - Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.
Drug and Alcohol-Free Workplace
It is the policy of the Cook County Sheriff's Office to provide a drug- and alcohol-free workplace for all members.
It is imperative that all Sheriff's Office members are capable of devoting constant and uninterrupted attention to the performance of all assigned duties without risk to safety and security for themselves, other members, or the public. To ensure the goals of this policy are met, all Sheriff's Office members shall be subject to drug and alcohol testing, whether mandatory, random, or based on reasonable suspicion.
INCLUSION
We welcome you-the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive and inspired workplace in which every ethnicity, nationality, religion, elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that's the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship.* This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification, dismissal after hire, and/or placement on the Cook County Sheriff's Office Ineligible for Rehire List for a period of two (2) or five (5) years. For current Cook County Sheriff's employees, such falsification may result in discipline, up to and including termination, and placement on the County's Ineligible for Rehire List for a period of two (2) or five (5) years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment - Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).
THE COOK COUNTY SHERIFF'S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER NOTE
As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. The Cook County Sheriff's Office hiring process is governed by the Sheriff's Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff's Office hiring decision. Cook County Sheriff's officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff's Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable.