Property Control Administrative Liaison

Illinois Courts; Springfield (IL); On-site; USD 57,000 - 70,000; Full time

Benefits offered by this job

Pension plan

Medical insurance

Dental insurance

Vision insurance

Life insurance

Paid vacation

Job summary

Illinois Courts is seeking a Property Control Administrative Liaison in the Facilities Management Division in Springfield. The role combines inventories management with administrative support to AOIC and division directors, ensuring efficient asset management and accurate data records.

The position requires a bachelor’s degree or equivalent experience, strong written and verbal communication, data entry and records management skills, and the ability to manage multiple tasks with high attention

Qualifications

• Bachelor’s degree or equivalent work experience in admin/clerical/records or property/inventory control.
• Strong composition, communication, records management, and report preparation skills.
• Proficiency in word processing, spreadsheets or databases; able to work independently.
• Detail-oriented with high accuracy; able to manage multiple tasks and deadlines.
• Strong analytical, organizational, and interpersonal skills; able to work with staff and the public.

Responsibilities

• Composes emails, letters, memos, and reports for leadership review.
• Record assets in property control systems and inventory records.
• Track property transactions and issue tags; manage location codes.
• Manage calendars, meetings, and events for leadership.
• Coordinate office support for the Springfield AOIC Building and Facilities Division.
• Enter and maintain data in various systems and spreadsheets.
• Research and compile statistics and reports; maintain follow-up records.
• Coordinate travel arrangements and order office supplies.
• Perform other duties as assigned.

Skills

Administrative skills

Clerical skills

Recordkeeping

Data entry

Communication

Organizational skills

Education

Bachelor's degree or equivalent

Tools

Word processing

Spreadsheet

Database

Job description

Property Control Administrative Liaison | State of Illinois Office of the Illinois Courts

• Division
  Facilities Management Division
• Benefits
  An attractive judicial branch benefits package is offered, including pension, medical, dental, vision, life insurance, deferred compensation options, as well as vacation, sick and personal leave. Please refer to the following Benefits Information Sheet for additional details.
• Salary
  Minimum salary $63,602; salary at hire to be commensurate with experience
• Reporting Relationship: Property Control Lead

ESSENTIAL RESPONSIBILITIES

The Property Control Administrative Liaison, reporting to the Property Control Lead in the Facilities Management Division, is a multifaceted role that combines the responsibilities of assisting with the management of Judicial Branch inventories and providing administrative support to the Administrative Director and other Division Directors. This role is essential in ensuring efficient management of assets, coordinating office support activities, and performing various secretarial duties for the Administrative Office of the Illinois Courts (AOIC) and the Facilities Management Division.

FUNCTIONS INCLUDE

• Composes and prepares emails, letters, memos, and reports and organizes information for the Facilities Management Division’s Deputy Director and Property Control Lead’s review.
• Responsible for accurately recording Judicial Branch assets in property control systems and inventory control records.
• Maintains knowledge and understanding of current property control statutes, regulations and guidelines.
• Tracks and records judicial branch property transactions; additions, deletions, transfers, and adjustments to judicial branch real and tangible personal property; issues tag numbers and assigns location codes to judicial branch equipment and library assets; distributes property tags to site liaisons with guidance for correct placement; and analyzes, coordinates and processes requests to transfer, scrap or remove surplus property.
• Manages calendars, meetings, and events for leadership and staff.
• Coordinates office support activities for the Springfield AOIC Building and Facilities Management Division.
• Enters and maintains accurate data records in various systems, databases and spreadsheets.
• Researches and compiles basic statistical and informational reports and maintains follow up records.
• Organizes, coordinates and maintains the Facilities Management Division’s digital and physical filing systems.
• Serves as the Facilities Management Division’s liaison for coordinating travel arrangements.
• Coordinates the ordering of office supplies for the Facilities Management Division.
• Performs other duties as assigned.

EDUCATION AND EXPERIENCE

A bachelor’s degree or equivalent work experience with increasing responsibility in administrative, clerical, recordkeeping, data entry, or property/inventory control is required. Candidates must possess skill in composition, communications, records management, and report preparation; knowledge of specialized personal computer applications (i.e. word processing, spreadsheet, or database); ability to use initiative and work independently to complete assignments; ability to communicate effectively, verbally and in writing; detail-oriented with a high level of accuracy; ability to manage multiple tasks while prioritizing and organizing work effectively and meeting required deadlines and schedules; possess strong analytical, organizational, and interpersonal skills; associate with employees and the public in a pleasant, courteous and helpful manner; ability to analyze data and prepare technical reports; respond to change productively.

PHYSICAL REQUIREMENTS

This position requires the ability to retrieve files and to sit for extended periods of time. The role is performed in a normal office environment and involves regular telephone usage as well as the ability to process written documents.