POSITION SUMMARY

Subject to management approval of the Deputy Inspector General and Chief of Chicago Investigative Division, and under direct supervision of the Deputy Inspector General − Complaints and Compliance (C&C), serves as C&C Project Manager. The incumbent is responsible for tracking and monitoring unit workflow, liaising with Information Technology (IT) staff to help monitor and develop data tracking, as well as assisting in the development of office support functions to effectuate optimal and efficient administrative operations. Work includes, but is not limited to, a variety of highly professional, administrative, and confidential functions, including compiling and analyzing statistical data, creating operational reports and spreadsheets, presenting data and analysis results to managers, and preparing correspondence. This position involves working with information of an extremely sensitive and confidential nature.

DUTIES & RESPONSIBILITIES

1. Regularly analyzes and reviews data to prepare and present spreadsheets and/or operational reports (e.g., performance metrics), including but not limited to those designed to monitor statutory deadlines, staff workloads, and complaint statuses, and to measure progress against agency goals and expectations; responsible for tracking and advising personnel of deadlines.
2. Provides feedback and assessments, based on operational reports, regarding unit efficiency and functionality and advises supervisors if adjustments should be made to reprioritize duties. Works with the IT unit to develop database efficiencies and improvements to ensure appropriate and complete data reporting.
3. Compiles data into charts, visual aids, and/or memoranda to be used for annual reports, the Public Accountability Report, and audits, among other things. Develops and uses tracking mechanisms to ensure compliance with additional agency processes, as needed.
4. While monitoring staff workloads and unit functionality, identifies and corrects technical and/or data entry errors in the case management system; works with the IT unit to address concerns and suggest possible improvements in the case management system, as needed. Continually evaluates if unit processes could be improved in an effort to enhance unit efficiency, and brings any corresponding suggestions to supervisors.
5. May assist with the initial complaint review process, ensuring that all complaints received via in-person delivery, hotline, website, referrals, or other means are entered timely in the case management system; accurately documents requisite information associated with the complaints in the case management system and internal routing logs. Identifies and forwards or processes complaints that need immediate attention. Answers office telephones as necessary.
6. May assists in developing, editing, proofreading, and distributing form letters and other original correspondence, particularly those related to referring or declining complaints, in a timely manner; may assist in processing revolving door files, and other overflow functions of the C&C unit, as needed. Assists with processing revolving door files, as needed.
7. May assist with compliance tracking of agency processes and the review and analysis of data for other units within the office; may utilize State and/or law enforcement databases to run investigative searches.
8. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

ABILITIES & SKILLS

To be successful in this position, a C&C Project Manager should have the following:

• • ability to take initiative and affirmatively identify appropriate tasks and issues, and exercise independent judgment;
  • strong analytical skills and ability to discern trends and patterns from data analysis;
  • ability to complete projects with short deadlines;
  • strong organizational and time management skills, including the ability to manage multiple concurrent projects and set and/or monitor deadlines;
  • ability to effectively use Microsoft Office Suite (Excel, Word, Outlook) and other applications;
  • ability to communicate, clearly and concisely, orally and in writing, and the ability to interact with coworkers and representatives of other agencies in a professional manner;
  • high personal ethical standards and the ability to work appropriately with sensitive and confidential materials; and
  • familiarity with computers, photocopiers, telecommunication equipment, and videoconferencing applications.

REPORTS TO

Deputy Inspector General – C & C and Deputy Inspector General and Chief of Chicago Investigative Division.

SUBORDINATE POSITIONS

None.

MINIMUM QUALIFICATIONS

• • bachelor’s degree, preferably with a focus in public or business administration, government, legal or paralegal studies, criminal justice, or a related area of study; or demonstrated knowledge, skill, mental development or equivalent experience to four years of college; and
  • advanced knowledge of, and experience with, tracking and reporting on data and findings.

PREFERRED QUALIFICATIONS

• • experience conducting extensive data and document review and analysis;
  • prior administrative experience in a public or private organization;
  • demonstrated knowledge of Microsoft Office Suite (Excel, Word, Outlook) and other applications; and
  • prior experience answering and/or responding to hotline calls.

JOB STATUS

Full-time, FLSA non-exempt. This position is exempt from the provisions of the State of Illinois Personnel Code.