ADMINISTRATIVE ASSISTANT II - FOIA AND RECORDS RETENTION COORDINATOR DDO NORTHERN

Illinoiscomptroller; Springfield (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

The Illinois State Police seeks an Administrative Assistant II to manage FOIA requests and records retention. This role involves ensuring compliance with policies, collaborating with agency personnel, and maintaining records. The position offers a competitive salary and comprehensive benefits, emphasizing the importance of diversity and inclusion.

Benefits

Health insurance

Life insurance

Vision insurance

Dental insurance

Paid maternity/paternity leave

Pension Plan

Deferred Compensation

Paid sick days

Paid vacation days

Paid personal days

Qualifications

• Requires knowledge equivalent to completion of four years of college.
• Requires two years of professional experience in a public or private organization.

Responsibilities

• Processes and responds to FOIA requests ensuring compliance.
• Manages shared resources and communicates with the agency's FOIA Officer.
• Assists with records retention and reporting requirements.

Skills

Bilingual skills

Communication

Organizational skills

Education

Bachelor's degree in business or public administration

Tools

Microsoft Office

Job description

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ADMINISTRATIVE ASSISTANT II - FOIA AND RECORDS RETENTION COORDINATOR DDO NORTHERN

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at [e-mail] or call [phone] for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Job Requisition ID:47013

Working Title: Administrative Assistant II-FOIA and Records Retention Coordinator Deputy Director's Office Northern.

Closing Date: 05/29/2025
Agency:Illinois State Police
Class Title:ADMINISTRATIVE ASSISTANT II - 00502
Skill Option:None
Bilingual Option:None
Salary: Anticipated starting salary $6005 monthly; Full Range $6005-$8678 monthly.
Job Type: Salaried
Category:Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code:RC028
Merit Comp Code:

• 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 State Policemust 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
• This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
• All applicants who want to be considered for this positionMUSTapply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
• Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 47013

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger something that touches the lives of every person who calls Illinois home. No matter what state career you’re looking for, we offer jobs that fit your life and your schedule flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Illinois State Police (ISP), Division of Criminal Investigation, is seeking a qualified candidate to serve as an Administrative Assistant II – FOIA and Records Retention Coordinator. This position processes and responds timely to FOIA requests on behalf of the Division, ensuring compliance with FOIA policies. Manages shared resources, conducts searches, and communicates with the agency's FOIA Officer. Collaborates with and serves as a backup to the Central-Southern FOIA to ensure the timely processing of all Division FOIA requests. Assists with records retention and reporting requirements. Maintains agency contacts and record holders. Confers with management on administrative concerns. Assist with the transfer and completion of FOIA forms. Successfully completes all required training. Performs other duties as assigned or requested, which are reasonably within the scope of the duties above.

About the Agency

The Illinois State Police strives for excellence seeking to be one of the premiere policing agencies in the country. Our core values are Integrity, Service, and Pride. We are seeking individuals with similar values to join us on our mission to promote public safety.

Essential Functions

• Under the general direction of the Chief of Staff, serves as the Division of Criminal Investigation’s northern region FOIA Liaison and Records Retention Coordinator organizing, planning, executing, controlling, and evaluating all FOIA requests on behalf of the Division.
• Assists in implementing policy for the maintenance of Division records.
• Plans for the efficacious implementation of approved procedures for processing FOIA requests by maintaining a full working knowledge of all Division programs and procedures, record sources, and retention schedules.
• Confers with management and the FOIA Officer on the integration of program function improvements to improve compliance with FOIA and reduce FOIA Appeals.
• Assist management with special projects as needed.
• Performs other duties as assigned or requested which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with coursework in business or public administration.
• Requires two years of professional experience in a public or private organization.

Preferred Qualifications

• Prefers one (1) year of professional experience working with the principles and practices of public and business administration.
• Prefers one to two (1-2) years of professional experience working with a variety of agency policies and directives as they relate to FOIA administrative processing and records retention, including State Freedom of Information Act (5 ILCS 140/1 et seq.) and State Records Act (5 ILCS 160/1.5).
• Prefers one to two (1-2) years of professional experience developing and managing a small agency function program.
• Prefers one to two (1-2) years of professional experience establishing effective working relationships with agency personnel for the preparation and reporting of FOIA responses.
• Prefers one (1) year of professional experience using Microsoft Office products including but not limited to Word, Outlook, Excel, and Teams.
• Prefers one to two (1-2) years of professional experience analyzing administrative problems and adopting an effective course of action.
• Prefers one to two (1-2) years of professional experience developing, installing, and evaluating new and revised methods and procedures and performance standards.
• Prefers one to two (1-2) years of experience with the Agency’s organizational make-up and records management system and interpreting department policies and procedures.

Conditions of Employment

• Requires the ability to successfully pass background investigation.
• Requires the ability to successfully pass drug screening.
• Requires the successful completion of the ISP FOIA Confidentiality Agreement.
• Requires the successful completion of the Illinois Attorney General’s annual FOIA Officer training.
• 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.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions

Benefits Package

The Illinois State Police offers a robust benefit package including:

• Flexible work schedules in many program areas
• Health, life, vision, and dental insurance.
• 12 weeks paid maternity/paternity leave.
• Pension Plan
• Deferred Compensation, and other pre-tax benefit programs.
• Employees earn twelve (12) paid sick days annually.
• Ten to twenty-five (10-25) paid vacation days based on years of service.
• Employees earn three (3) paid personal days pro-rated based on start date.
• Thirteen-Fourteen (13-14) paid state holidays annually.

Work Hours: Monday - Friday; 8:30a - 5:00p
Work Location: 801 S 7th St Springfield, IL 62703-2487
Agency Contact: [e-mail]
Posting Group: Legal, Audit & Compliance

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 theIllinois.jobs2web.com homepage in the blue ribbon.
• Non-State employees should log in on the using the “View Profile” link in the top right of theIllinois.jobs2web.com 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 thecareer portal for State employees and review theInternal Candidate Application Job Aid
  • Non-State employees: onIllinois.jobs2web.com – 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: