Location: Springfield, IL
Company: State Of Illinois
to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois. website. State of Illinois employees should click the link near the top left to apply through the Success Factors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. Posting Identification Number [[33548]] 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 Law Enforcement Training and Standards Board must
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 About the Position This position, under direction of the Deputy Director of Operations, serves as the agency’s General Secretary and Receptionist.
The ideal candidate for this position will have the ability to work in a fast-paced environment, be highly organized, and be capable of multi-tasking to keep up with the demands of a busy and growing agency. ILETSB is conveniently located in Springfield with a satellite office in Chicago and free parking on-site at both locations. Employees enjoy excellent benefits,
including health, vision, and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; flexible work schedules; and pre-tax benefit programs.
Job Responsibilities 1. ) Under direction of the Deputy Director of Operations and Training, serves as a general secretary. Performs technical secretarial duties of a coordinative nature, involving application of advanced technical knowledge of Microsoft 365 or other similar office software platforms. Carries out such advanced work processing functions as uploads and downloads files, merges files, develops form letters, templates, glossaries, and archives. Keyboards and transcribes a variety of correspondence, reports, or other information from draft copy, pre-recorded or voice dictation.
Composes and keyboards routine correspondence and responds to inquiries requiring general knowledge of program operations. Gathers information for report preparation, accessing and selecting multiple informational sources or contact with outside sources to obtaining missing or corrected information. Responds to outside inquiries and requests for information or assistance, exercising judgment regarding the release of sensitive or confidential information, providing responses through written, Email, or direct oral communication.
Establishes and maintains filing systems assuring documents are readily available for reference. Assists Deputy Director of Operations and Training in ensuring performance evaluations for those Divisions are completed and submitted to Human Resources (HR) in a timely manner. (Job Responsibilities continued) 2. ) Under direction of the Deputy Director of Operations, serves as the Agency’s receptionist. Answers the Agency’s main VOIP phone line and minicom teletypewriter (TTY). Maintains daily call and visitor logs. Receives incoming calls for all agency personnel from Board members, law enforcement administrators, other state officials, members of the General Assembly, and the general public.
Routes phone calls and voicemails to appropriate agency program managers and staff. When staff is unavailable, relays phone messages via written note and/or agency email. Refers calls not affiliated with the Board’s programs and activities to the appropriate Mobile Team Units, State agencies, Basic Training Academies, and law enforcement agencies as necessary. Receives and routes mail and package deliveries to the building. Receives and sorts the agency mail parcels, and similar items, and distributes to the appropriate personnel.
Regularly monitors the Agency website to keep apprised of new information and programs that callers may be inquiring about. Handles standard emergency type calls for police, ambulance, or calls such as fire alarms. Maintains and updates the Agency master staff phone and email directory. Furnishes telephone numbers, names, email addresses, etc. from numerous agency and statewide directories. Screens and admits visitors into the building, guiding them to the location within the building as appropriate to the nature of their business.
Maintains Agency visitor badges and issues to, and collects from office visitors as needed, swiping to keep active if they have not been used within 30 days. (Job Responsibilities continued) 3. ) Provides complex, specialized office support functions to the Operations and Training Divisions. Enters academy, in-service, and specialized training rosters into the agency’s proprietary Police Training Board (PTB), Law Enforcement Training Management (LETM) and Law Enforcement Document Interchange (LEDI) database applications. Looks up officer training, certification status and employment histories in the PTB, LETM, and LEDI applications.
Enters application commands, monitors application replies and enters responses to upload or download information. Develops complex database, spreadsheet, or word processing records and reports requiring an extensive understanding of the software. Performs periodic inventory audits by comparing inventory tags throughout the building to the official inventory listing maintained by the Fiscal section of the agency. Certifies documents signed by others as a licensed and bonded Notary Public. Responds to requests for information and documentation relative to job duties as part of the agency’s compliance audits.
4. ) Reports any out of order or malfunctioning telecommunications, office, and security equipment to the agency’s Information Technology (IT) department and Telecommunications Coordinator for appropriate maintenance or repair. 5. ) Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. Minimum Qualifications 1. ) Requires knowledge, skill, and mental development equivalent to two (2) years of secretarial/business college, OR completion of high school and two years related office experience, OR two years of independent business experience.
2. ) Requires ability to keyboard accurately at 30 WPM. Preferred Qualifications (In Order of Significance) 1. ) Prefers a minimum of three (3) years’ experience with office practices, procedures, and programs. 2. ) Prefers a minimum of three (3) years’ experience in composition, grammar, spelling, and punctuation. 3. ) Prefers a minimum of three (3) years’ experience of basic mathematics. 4. ) Prefers a minimum of two (2) years’ experience in the logic of computer programs. 5. ) Prefers a minimum of one (1) year experience in a professional setting following oral and written instructions.
6. ) Prefers a minimum of one (1) year experience in a professional setting operating commonly used manual and automated office equipment and performing routine maintenance. Conditions of Employment 1. ) Requires licensure and bonding as a Notary Public within 1 year of date of hire of employment. 2. ) Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This requires the ability to work evenings and weekends.
3. ) This position is considered medium work as defined by the U. S. Department of Labor (20 CFR 404.1567(c)). Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds. This job may require a good deal of walking or standing and involves sitting for long periods of time. 4. ) Requires ability to pass a background check. 5. ) The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. About the Agency The Illinois Law Enforcement Training and Standards Board is the state agency mandated to promote and maintain a high level of professional standards for law enforcement and correctional officers.
Its purpose is to promote and protect citizen health, safety, and welfare by encouraging municipalities, counties, and other governmental agencies in their efforts to upgrade and maintain a high level of training and standards for law enforcement personnel. The Board is responsible for developing and providing quality training and education, setting professional standards, and aiding in the establishment of adequate training facilities.
By constantly adapting to changes in technology, the ever-changing face of crime in the United States, and society's demads on those entrusted with the responsibility of enforcing its laws, the Board plays a crucial role in the professionalization of policing in Illinois. The Board is an equal opportunity employer and is dedicated to building and maintaining a diverse, equitable, and inclusive workforce. The Law Enforcement Training & Standards Board is a drug-free workplace. Work Hours: Monday - Friday, 8:30 a. m. - 5:00 p. m. Work Location: 500 S 9th St, Springfield, Illinois, 62701 Agency Contact: Human Resources & Labor Relations Manager Email: Phone #: 217-782-xyz X Job Family: Office & Administrative Support 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. 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.
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. – 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: @SIL-P1.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs encompass a broad range of roles integral to the smooth operation of any organization. Employees in these positions perform tasks such as data entry, managing calendars, arranging meetings, handling correspondence, and providing general support to other staff members. Key characteristics of these jobs include strong organizational skills, proficiency in office technologies, and excellent communication abilities. These roles are fundamental in ensuring that the daily administrative duties of the workplace are conducted efficiently, and often serve as a backbone to the managerial and operational teams.
Administrative/Clerical jobs encompass a range of office and administrative support duties. These roles are crucial for ensuring the smooth operation of businesses and organizations. They typically involve tasks such as data entry, file management, answering phones, scheduling appointments, and supporting other staff. Characteristics of these jobs include attention to detail, strong organizational skills, proficiency in office software, and excellent communication abilities. While they vary by industry, administrative/clerical positions form the backbone of efficient office environments, enabling other professionals to focus on their specific roles.
