NHS Human Services, Inc.

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12535295 Administrative Aide

Division of Public Safety

The Division of Public Safety is now accepting applications for an Administrative Aide to perform a variety of essential tasks related to the administration of departmental work functions within the Division of Public Safety. Serving as a liaison between campus and community partners as well as other law enforcement agencies and government offices, the Administrative Aide will operate at a high level of autonomy and independent decision making.

Duties & Responsibilities:

• Perform a variety of complex administrative and professional assistance in planning, coordinating, and managing the maintenance and adherence to the Department\'s accreditation through Illinois Law Enforcement Administrative Professionals (ILEAP) to ensure employees are complying with accreditation standards.
• Maintain accreditation files and data systems ensuring everything is compliant with the requirements. Ensure all annual and time-sensitive reviews, reports, audits, and inventories are complete and meet standards.
• Manage physical and digital evidence for the University Police centralized evidence vaults; receive evidence collected from various police units and subsequently store with proper accountability and chain of custody, transfer items of evidence to rightful owners, officers, the Illinois State Police crime lab, and the States Attorney\'s Office. Download, copy, and upload digital evidence at the request of the State\'s Attorney\'s Office.
• Utilize various computer databases to research case status to ensure the timely and proper destruction of evidence following department policy.
• Assist the Human Resource office with payroll preparation and day-to-day operations.
• Manage and control confidential files and documents including institutional and historical documents.
• Draft and distribute comprehensive responses/reports related to requests for data and other summative materials for review. The ability to analyze, interpret, and compose appropriate responses is required of this position. Maintaining confidentiality is a critical requirement of the individual serving in this role.
• Assist with searches and employment processes.
• Assist the coordination of departmental Annual Reviews and updated job descriptions on a yearly basis.
• Coordinate special projects and essential programs as needed.
• Serve as a liaison between campus and community partners including other law enforcement agencies and government offices.
• Manage and coordinate travel and itineraries for staff or candidates. Ensure the necessary reimbursements and reconciliations are completed in Chrome River in accordance with university policy. Other duties as assigned.

Minimum Qualifications:

• High school graduation or equivalent.
• Any one or any combination totaling five (5) years (60 months) from the following categories:
  • college course work in business, finance, accounting or a related field:
  • 60 semester hours or an Associate\'s degree equals one (1) year (12 months)
  • 90 semester hours equals two (2) years (24 months)
  • 120 semester hours or a Bachelor\'s degree equals three (3) years (36 months)
  • Master\'s degree or higher equals four (4) years (48 months)
• Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Preferred Qualifications

• Experience with managing databases and software systems. Experience managing multiple projects simultaneously.

Knowledge, Skills and Abilities

• Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, and agency rules.
• Knowledge of police terminology and procedures.
• Valid Driver\'s License is required.
• Understanding of accreditation processes and standards.
• Ability to manage time.
• Ability to work effectively as a team member as well and independently.
• Must be detail oriented.
• Ability to work collaboratively and build strategic relations with colleagues, coworkers, constituents and volunteers.
• Requires exceptional ability to maintain confidentiality and discretion.
• Knowledge and understanding of University policies/procedures.
• Strong communication and written skills.
• Working knowledge of various software and web-based programs such as Microsoft Word, Excel, PowerPoint, BANNER, HRFE, and ANA.
• In depth knowledge of the Division of Public Safety\'s personnel records, citizen complaint records, internal investigation records as well as discipline records system.
• Ability to understand and help resolve complex problems as they arise.

Appointment Information:

This is a 100% full-time Civil Service 0058 - Administrative Aide position, appointed on a 12-month basis. The expected start date is as soon as p