Location: Chicago, IL, USA
Job Code: 0046
Job Title: Administrative Assistant I / LEADs Operator
Salary Grade: 14
Department: Court Services - Civil Process Division
**_Characteristics of the Position_**
Enters, modifies or vacates time sensitive Orders of Protection into LEADS (Law Enforcement Agency Data System) and verifies Orders entered into the system by other operators; handles inquiries about validity or interpretation of existing Orders; performs a variety of coordinated and fairly specialized tasks to provide logistic support to office, business or administrative operations by exercising advanced skills, selecting appropriate combination of methods from a wide variety of procedures, making simple adaptations and interpretations of a limited number of substantive guides and manuals, working closely with supervisors to formulate effective and efficient responses to minor problems; assumes responsibility for following-up in an effective manner on unresolved business within the purview of the clerical services.
**Note: There are multiple locations and shifts for this position, employees are assigned based on seniority, possible locations are as follows:**
* **50 W. Washington, Chicago IL**
* **555 W. Harrison, Chicago IL**
* **5600 W. Old Orchard Rd, Skokie IL**
* **2121 Euclid, Rolling Meadows IL**
* **1500 Maybrook Dr., Maywood IL**
* **10220 S. 76th Ave, Bridgeview IL**
* **16501 S. Kedzie Parkway, Markham IL**
**_Key Responsibilities and Duties_**
Extensive typing required by entering time sensitive Orders of Protection received from the Courts; reads and interprets Orders of the Court; verifies Orders entered by other operators; follows up on existing Orders in the system, ensuring validity or need to remain in the system.
Receives calls from law enforcement agencies and the general public, providing information on the validity or interpretation of existing Orders relative to rules and guidelines of the agency; answers questions of a more technical nature; refers difficult matters to senior staff; exercises tact and courtesy.
Skill and accuracy in the control, organization and maintenance of files and records according to various methods; ability to instruct others in locating, identifying, retrieving, moving, copying files, books and records.
Carries out recurring office procedures independently; selects the guideline or reference which fits the specific case; reviews specific instructions on new assignments; identifies sources of information/assistance for problem solving; helps shift priorities for clerical staff or self in response to changing schedules or conditions.
Operates typewriter or computer program(s) to compose, from source documents, a variety of standard and original format letters, labels, columns and tables, business records; transcribes materials and checks grammar, spelling and punctuation for final submittal.
May compose original correspondence, subject to review and editing.
Exercises skill in the coding, screening, sequencing, filing, copying, proofing, logging and cross-referencing of routine and complex data via hand, computer or other format; reviews assembled material for completeness, clarity and accuracy; reconciles discrepancies by looking up data in files, cross-referencing other data and records, conferring with senior staff or telephoning other offices as required.
Receives, sorts and distributes mail and other materials; may post letters and packages.
Performs basic mathematic calculations and solves procedural problems relative to processing time and attendance records, inventories, payrolls, personnel forms, purchase orders, posting figures, reviewing documents for accuracy, calculating postage, simple costs and charges.
Operates computer to input, retrieve and manipulate, financial, personal and other data according to prescribed methods, systems and procedures; may enter information directly into typewriter or computer in the course of interviewing clients, patrons, in a question and answer format; corrects and updates data files prepared on previous occasions.
Performs responsible tasks of a secretarial nature on behalf of a unit supervisor or manager, such as maintaining calendars or schedules, screening calls, securing information, keys, supplies, collating and assembling documents for signing or distribution.
Operates a variety of standard office equipment; may perform minor cleaning and maintenance on photocopies, printers, etc.
**_Knowledge, Skills and Abilities_**
Ability to operate multiple computer systems, with a good understanding of Windows Operating Systems.
Skill in maintaining accuracy and attention to detail.
Possess the ability to be self-motivated and capable of working alone with minimal supervision.
Skill and proficiency in the use of keyboards as applied to the operation of typewriters and/or computer systems.
Thorough working knowledge of or ability to quickly and effectively 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.
Good attention to multifarious detail with the ability to proof, verify and edit complex data; transcribes and cross references data from computer screen and documents; ability to follow-up in a thorough and timely manner relative to unresolved business.
Thorough knowledge of correct language usage, punctuation and grammar, and the proper application to business forms, letters and technical records; knowledge of technical or legal terms and their proper spelling, where applicable.
Ability to apply basic mathematic skills to office bookkeeping and perform calculations, such as figuring totals, percentages and extensions.
Good communication skills with the ability to gather information from others and make inquiries; ability to convey information and explain or describe basic office policy and procedure to others in person or by telephone.
Skill in exercising sound judgment relative to problem solving and referring problems in the appropriate manner.
Skill in the operation of standard office equipment.
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, plan and conduct multiple assignments within specified time frame/deadlines; ability to fill in for and perform the duties of lower level clerical staff as needed; ability to relieve higher level clerical or secretarial staff.
Clearly legible handwriting, with proficiency in spelling.
Ability to understand and follow through on oral and written instructions.
Skill in the operation of standard office equipment.
Ability to make sound decisions and carry out programs affecting one's own work and the work of others in a changing work environment; ability to work cooperatively with administrative, supervisory, technical and professional personnel.
Ability to acquire a thorough knowledge of specialized administrative procedures and regulations particular to area of assignment.
Knowledge of good office management principles; knowledge of specialized administrative procedures and regulations particular to area of assignment.
Ability to maintain confidentiality of all information and records.
Ability to maintain a professional attitude and appearance.
Possession of a High School Diploma or General Education Development (G.E.D.) Test Certificate.
A combination of three (3) years secretarial or clerical professional work experience and/or vocational secretarial training, obtained within the last four (4) years.
Required to successfully pass, within one (1) month of hire, a LEADS Certification (Law Enforcement Agency Data System) and maintain re-certification, required every two (2) years.
Advanced Proficiency in Microsoft Word and Excel**_.** Skill testing is required for this position**_**
Required to successfully learn and operate multiple computer systems (APIN/PASSPORT, I-CLEAR).
Typing skills (35 w.p.m. with 95% accuracy) and familiarity with computer keyboards and data inputting.
Required to be capable of working any shift assigned; must be capable of working Holidays and/or weekends, if required; must be capable of working overtime, if required.
** Please note that all internal applicants must apply on the Internal Cook County Sheriff employment website, to be considered for this position**
Possession of a current LEADS (Law Enforcement Agency Data System) Certification.
Graduation from an accredited college or university with a Bachelor's Degree.
Five (5) or more years of professional work experience as an executive assistant/administrative assistant.
Advanced Proficiency in Microsoft Access and/or PowerPoint.
**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.**
**_The Cook County Sheriff's Office prohibits all unlawful discrimination in its hiring and promotional process._**
*Organization:* Sheriff's Department
*Job Posting:* Jan 9, 2020, 10:49:33 AM
*Closing Date:* Jan 23, 2020, 11:59:00 PM
*Req ID:* 00124089