Administrative Assistant II POOL

Cook County

Sheriff

Job Code: 0047

Job Title: Administrative Assistant II

Salary Grade: 14

Department: Various

Bargaining Unit: SEIU Local 73

Position Details: Civilian (non-sworn) / non-merit ranked / internal & external candidates

FLSA Status: Non-Exempt

Probation Period: 180 days

Designation - SEAM EE: Not Applicable

Characteristics of the Position

General Overview

The Cook County Sheriff's Office is accepting applications for the Administrative Assistant II role. This position supports CCSO supervisors and performs administrative assistant functions. In general, this role performs a variety of administrative and staff support duties requiring a range of administrative and interpersonal skills. Flexibility in terms of shifts worked and work locations is mandatory. Intermediate proficiency in Microsoft Word, Excel, and Outlook is required for this role. Candidates must have excellent customer service skills, as well as the ability to communicate effectively verbally and in writing. In addition, this candidate must be able to manage multiple responsibilities in a face-past environment, have excellent organization skills, and have the ability to work independently, as a team member and as part of the departmental management team.

Department openings could include but are not limited to:

CCDOC - Inmate Discipline

Sheriff's TechOps Bureau

CCDOC - Superintendents' Office

CCDOC - I.I.C Services

Administration (various locations)

Court Services (various locations)

Sheriff's Police Department (various locations)

Key Responsibilities and Duties

Competency in performing specialized administrative work independently.

Perform interoffice liaison services and professional, secretarial, and administrative duties for managers and professional staff. Relays and maintains important and confidential information.

Coordinate applicable purchases for respective departments, including but not limited to general office supplies and equipment, and computer equipment and software; tracks procurement of purchases for department.

Prepare clear and professional reports, correspondence, memos, and emails. Replies to inquiries via computer, telephone, and in person.

Independently complete assignments and resolves problems with minimal need for supervision.

Effectively handle telephone lines, determining the identity of the caller, obtaining needed information, and responding to caller's questions with courtesy and professionalism.

Effectively handle email traffic by reading, drafting, and responding to emails in a timely, clear, and professional manner.

Screen telephone calls, visitors, and incoming correspondence; responds to requests for information, determines which requests should be handled by the supervisor, appropriate staff member, or other offices. May prepare and route correspondence under supervisor's name.

Schedule tentative appointments, as well as makes arrangements for conferences and meetings, including preparing background materials and information.

Review incoming and outgoing materials and correspondence for consistency and conformance with procedures; assures those proper clearances have been obtained, when needed.

Coordinate clerical operations, data entry, customer service, and other activities.

Use knowledge of varied and intermediate functions of computer software and programs to edit and appropriately format written or electronic communication or reports; clarifies or corrects missing information, improper formatting, or other discrepancies of record.

Perform entry level accounting operations, such as examining, verifying, and correcting accounting transactions to ensure completeness and accuracy of data and proper identification of accounts.

Knowledge, Skills and Abilities

Ability to communicate effectively with others and promote professionalism. Work well with others with a goal to provide high quality of service and assistance to others.

Ability to problem solve issues and provide alternative solutions as needed.

Meet prescribed deadlines and work effectively and professionally with all staff, at all levels.

Work effectively in a fast-paced, sometimes stressful environment.

Intermediate proficiency in Microsoft Word, Excel, Outlook and/or PowerPoint computer software programs.

Ability to follow-up in a thorough and timely manner on assignments and unresolved business.

Skilled and accurate in the organization and maintenance of files.

Ability to develop and maintain good interpersonal relationships, working effectively with others inside and outside the CCSO.

Good communication skills; ability to gather information from others and make appropriate inquiries; ability to convey information professionally and clearly and explain or describe basic office policy and procedure to others

Ability to act as a personal representative or liaison on behalf of the supervisor or CCSO in order to bridge issues of common concern between professional, management, and front-line staff

Skilled in exercising sound judgment, discretion, confidentiality, and tact relative to problems or situations including staff or outside offices and persons.

Skilled in the operation of standard office equipment.

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 these are applicable to assigned duties and responsibilities quickly and effectively.

Ability to communicate effectively with tact and courtesy.

Proficiency in the use and application of basic mathematical skills and calculations relative to office bookkeeping and statistical records.

Ability to understand and carry out instructions, written and verbal, and accurately relate such instructions in full or part to others.

Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform duties of peers or lower-level staff.

Ability to accurately read and comprehend information quickly and accurately.

Excellent organizational skills, follow through, responsiveness and project manage tasks.

Minimum Qualifications

Possession of a high school diploma or General Education Development (G.E.D.) test certificate.

A combination of two (2) years professional administrative, secretarial, or clerical experience and/or vocational secretarial/ administrative assistant training, obtained within the last five (5) years.

Typing skills (35 w.p.m. with 90% accuracy) and familiarity with computer keyboards and data inputting, clearly legible handwriting and proficiency in spelling. *Skill testing is required for this position*

Intermediate proficiency in Microsoft Word, Excel, Outlook and/or PowerPoint computer software programs. *Skill testing is required for this position*

Continuous flexibility regarding work hours (shift work), with the ability to work nights, weekends, and holidays; ability to work overtime, as mandated.

Preferred Qualifications

Possession of a bachelor's or higher degree, from an accredited college or university.

Advanced proficiency in Microsoft Word, Excel, Access and/or PowerPoint computer software programs.

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 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.

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 on the Human Resource page.

* 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

The Cook County Sheriff's Office is an equal opportunity employer and prohibits all unlawful discrimination in its hiring and promotional process. The Cook County Sheriff's Office employment decisions will not be based on race, color, ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, genetic information, or any other basis prohibited by applicable law.

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. Employees who are active at the beginning of the fiscal year (December 1st) also qualify for a floating holiday.

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.

The 2025 Cook County Employee Benefits Overview can be viewed at:

Benefits Overview (EBO)_County.pdf

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.

* Must be legally authorized to work in the United States. *

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 and ineligible for appointment to, or employment in, a position in the County service for a period of five years. For current Cook County Sheriff's employees, such falsification may result in discipline, up to and including termination, and ineligible for appointment to or employment in a position in the County service for a period of five 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).

Sheriff's Employment Action Manual (SEAM)

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. 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 Sheriff's Director of Compliance. If the Cook County Sheriff's Director of Compliance 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."

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.