Administrative Specialist III – Sheriff’s Department Jail Division

Starting hourly rate: $19.66/hr

Work schedule: Monday – Friday, 8:00 am - 4:00 pm

Position Summary

Under general supervision, the Administrative Specialist performs a variety of complex tasks to support the functions of the Sheriff’s Departments Jail Division. Duties typically require a greater degree of problem-solving judgement, professionalism, and communication. This position must maintain strict confidentiality concerning all correspondence and job-related activities. In addition to daily administrative tasks, there are opportunities for additional project work based on individual qualifications and interests.

Essential Duties and Responsibilities

• Professionally answer, screen and forward incoming phone calls to the Jail Administration
• Professionally interact in person, by telephone, and written correspondence with the public, County staff, and staff of other jurisdictions.
• Review, code, and process invoices for the Jail Division
• Inventory, purchase, inventory, and process supplies
• Maintain records, perform data entry, and create reports ensuring accuracy and proper grammar
• Assist with personnel files and Records Management and Retention
• Assist with background investigations
• Support for contractual companies and account creations.
• Reviews documents, records, or applications for completeness, accuracy, and compliance with rules
• Prepares or assists in the preparation, compilation, and coordination of reports and records such as financial, payroll, labor distribution, equipment usage, purchasing, inventory, personnel, scheduling, registration, and testing.
• Compiles and produces material such as financial statements, manuscripts, schedules, test materials, engineering/construction reports, and technical and statistical reports requiring specialized knowledge and judgment in selection and treatment of data and format; prepares, tables, charts and graphs as required.
• Coordinates administrative, clerical operations, data entry, customer services and other activities.
• Provides technical support to the Supervisor and the Department, as needed.
• Attends staff meetings, committee conferences and hearings; takes minutes of proceedings. Prepares typed transcripts for general distribution or for confidential use by authorized personnel.
• Performs related work, as assigned by the Jail Administration

Knowledge, Skills, and Abilities

• Ability to use discretion and maintain confidentiality.
• Strong interpersonal skills and ability to handle issues with respect, integrity, and sensitivity.
• Ability to interact with the public and provide information in a polite and efficient manner, both in person and on the telephone.
• Skilled in active listening
• Ability to manage one’s own time efficiently
• Ability to establish and maintain effective working relationships with co-workers, various external contacts, and the public
• Knowledge of modern business practices.
• Knowledge of English composition, spelling, and grammar.
• Some knowledge of computers, applicable software programs, and other standard office equipment related to the duties of the position.
• Some knowledge of accounting practices and principles, as required by the position.
• Knowledge of local government operations, Human Resource related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in alphabetical and/or numerical filing.
• Ability to work effectively independently.
• Ability to understand and follow oral and written instructions.
• Ability to communicate effectively, both orally and in writing.
• Ability to learn rules and procedures and to apply them correctly in varying circumstances.
• Ability to establish and maintain effective working relationships with co-workers, officials, various external contacts, and the public.

Required Qualifications

• High school graduation, or possession of a GED Certificate
• 2-3 years of experience in an administrative support function, related to office administration
• Proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint
• Demonstrated excellence in written/verbal communication and professional presence
• Must be self-directed and possess problem-solving skills
• Must be organized and able to multi-task in a fast-paced work environment

Preferred Qualifications

• Bachelor’s degree
• Proficiency in Microsoft Teams

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires sitting (5-8 hours daily), standing/walking (1-3 hours daily) and may experience occasional standing, walking, stooping, kneeling, reaching, lifting, and repetitive motion – use of the wrists, hands, and fingers.

Defined as sedentary work – exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, and pull of objects. Sedentary work involves sitting most of the time. Close visual acuity required to perform activities such as preparing and analyzing data and figures, viewing a computer terminal.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Most activities are performed indoors in an office setting. While performing the duties of this position, the employee is subject to normal consistent temperatures. The noise level in the work environment is moderate.

This job description is intended to describe the general nature and level of the work being performed by the person in this position. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties or tasks as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Benefits Package

McLean County offers a comprehensive benefits package including:

• Medical, Dental and Vision Insurance
• Medical Member Rewards Program
• Health Savings Account (HSA)
• Flex Spending Account (FSA)
• Dependent Spending Account (DSA)
• Supplemental Insurance: Life, Critical Illness and Accident
• County provided Life Insurance
• Illinois Municipal Retirement Fund (IMRF Pension)
• Paid time off: vacation days, personal days, sick days, holidays
• Identity Protection
• Charitable Giving
• Employee Assistance Program

About McLean County Government

McLean County is the largest county by land area in the state of Illinois with a population of over 172,000. McLean County Government is a fast-moving and dynamic workplace established to locally administer Illinois State laws and serve the community in a variety of ways throughout our multitude of departments. With a $146 million operating budget, over 800 employees, and an Aa1 Bond Rating, McLean County Government is positioned to maintain and expand its reputation for excellence in local government.

To learn more about all the services McLean County Government provides the community, please visit https://mcleancountyil.gov/. A full list of Departments with a description of their function can be located at https://www.mcleancountyil.gov/8/Departments.

How to Apply

Click “Apply Now” at the top of this post.

Include an upload of a cover letter and resume at the time the application is completed.

*If applying through a third party job board, please fill out an application via McLean County Government’s Job Board located at https://il-mcleancounty.civicplushrms.com/careers/Jobs.aspx

Confidentiality of your application is maintained upon request.

McLean County Government is proud to be an Equal Opportunity Employer.