Overview
Office Administrative Assistant Jobs in Durango, CO at Buffalo Run Accounting
Administrative Assistant IV
Requisition ID: 00136226
Organization: Sheriff’s Department
Job Posting: Feb 3, 2025, 1:34:27 PM Closing Date: Feb 17, 2025, 11:59:00 PM
Full-time A.M. P.M.
FOP
Posting Salary: $30.354 hourly
Cook County
Sheriff
Job Code: 0050
Job Title: Administrative Assistant IV
Salary Grade: 18
Department: Office of Professional Review
Bargaining Unit: FOP
Position Details: Civilian (non-sworn) / non-merit ranked / internal & external candidates
FLSA Status: Non-exempt
Probation Period: One (1) year
Characteristics of the Position
General Overview
Performs confidential administrative tasks within the Cook County Sheriff’s Office of Professional Review (OPR), which includes but not limited to a wide range of administrative duties pertinent to data input, filing and tracking data and information regarding Cook County Sheriff’s Office employee misconduct investigations and recommended discipline; handles a variety of confidential matters that arise as a result of criminal and disciplinary action against employees who break the law or violate department policies and procedures; initiates and monitors the command channel review process to ensure investigations are reviewed, returned, and closed pursuant to department guidelines; tracks active and inactive investigations in the OPR computer database; initiates correspondence with complainants and accused individuals regarding the status of OPR investigations; processes requests for information and generates documents regarding employee disciplinary histories; functions as an assistant to OPR leadership team in matters requiring knowledge of rules, regulations and protocols of the department.
Key Responsibilities and Duties
Responsible for keeping official records; prepares memorandums outlining and explaining administrative procedures and policies; directs preparation of records such as notices,; acts as custodian of documents and records.
Provides information and assistance to the public on OPR procedures.
Responsible for conducting discipline background checks in collaboration with HR in accordance with SEAM processes.
Responsible for conducting discipline background checks requested by outside agencies.
Responsible for processing FOIA request and preparation of legal documents in collaboration with the Legal Department.
Responsible for conducting and maintaining running list (e.g. Brady/Giglio).
Responsible for conducting and maintaining de-deputization list.
Responsible for processing all complaints received and opening OPR Investigations and individuals in custody reports for further investigation/inquiry.
Conduct audits as needed.
Advises others in the preparation of formal complaints required to initiate investigations.
Responsible for ordering of office supplies for department.
Responsible for file maintenance and file accountability; formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Review clerical and personnel records to insure completeness, accuracy, and timeliness.
Responsible for all aspects of timekeeping for the department.
Prepares activities report for guidance of case management.
Assumes primary responsibility for key elements of administrative operations pertinent to preparing appropriate documentation for lawsuits; demonstrates expertise and comprehensive knowledge of various aspects of support operations within a given purview.
Initiates correspondence with complainants and accused individuals regarding the status of OPR investigations; processes requests for information and documents regarding employee disciplinary histories.
Processes recommendations from executive level for disciplinary action.
May assist or represent management relative to the screening, evaluation, promotion, or discipline of employees.
Responsible for data entry for OPR computer database, including follow-up to find and record final disposition for cases.
Responsible for backup of other Administrative Assistants in the department.
Must be able to keep all work confidential.
Knowledge, Skills and Abilities
Competency in performing highly specialized administrative work independently including the composition of letters, memoranda, and reports; skill in planning, developing and completing complex assignments with minimal direction; accurate judgment in making decision, reorganizing established precedents and in meeting new problems.
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.
Ability to effectively participate in staff meetings or other forums aimed at developing constructive ideas, observations and insights.
Skill and ability to effectively perform and direct any or all clerical, secretarial and administrative tasks within the jurisdiction or area of authority designated.
A high level of accuracy and proficiency in the use of word processing, PC software and other computerized programs to manage and generate information, reports, letters, etc. may be required.
Skill in interacting with others to investigate, gather and review confidential materials, information and incidents of record.
Responsible for managing the OPR investigation computer database tracking process and makes recommendations for procedural changes.
Interacts on a daily basis with Sheriff’s Office Department Heads, Assistant State’s Attorneys, local, state and federal law enforcement agencies, Illinois Department of Corrections as well as other Correctional facilities in and outside the state.
Maintains OPR computer database, monitors the Command Channel Review process.
Monitors open cases timetable to ensure timeframe compliance, command channel review files to ensure compliance with established timeframes.
Keeps official records and is accountable for maintenance and security of all investigative files.
Performs highly specialized administrative duties; handles a wide variety of complex administrative situations and conflicts within the department requiring discreet and authoritative intervention; oversees the operations of various interactive clerical support units; functions as a key facilitator to ensure that critical administrative support is forthcoming in a timely and efficient manner.
Maintains a high level of interactive communication with professional staff, supervisors, and managers in order to properly assess the clerical and administrative needs and urgencies of OPR.
Prepares and/or proofs outgoing correspondence for Directors’ approval; composes uniform original correspondence for Directors’ signatures by drawing upon first-hand knowledge of specific policies, programs and procedures.
Reviews, summarizes, and routes the content of incoming correspondences and materials; coordinates such information with agency needs; draws attention to important parts of conflicts.
In the Executive Director’s absence, ensures that requests for action or information are relayed to the appropriate staff member; as needed, interprets requests and helps implement action; makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency matters.
Takes responsibility for job performance, shows initiative and follows through on assignments, adheres to work schedules and completes assignments in a timely manner.
Ability to acquire a thorough knowledge of specialized administrative procedures and regulations particular to area of assignment.
Ability to make sound decisions and carry out programs affecting one’s own work and the work of others in a changing work environment with minimal direction.
Skill and proficiency in the operation and use of computers, fax machines, copiers, and scanners are required, based on area of assignment.
Skill in the application of basic organization or bookkeeping principals and methods relative to maintaining important financial, statistical, or other records may be required.
Good attention to various elements of detail, ability to proof, verify, and edit complex data, transcribe and cross reference data from personal computers and documents; ability to follow-up in a thorough and timely manner relative to unresolved business.
Skill and knowledge in the area of assignment, in connection with correct technical, legal, medical and other language usage, punctuation and grammar, and their proper application to business forms, letters and records.
Skill and accuracy in the control, organization and maintenance of files and records according to various methods; complies with record retention requirements by annually reviewing closed case files; coordinates archival of appropriate records and completes required documentation.
Good communication skill; ability to exercise tact, courtesy and diplomacy, gather information from others and make inquiries; ability to convert information and explain or describe office policy and procedure to others in person or by telephone.
Ability to coordinate several tasks at one time and perform well under pressure; ability to fill in for and perform the duties of other unit support staff as needed; ability to relieve management of certain administrative functions.
Ability to utilize a standard keyboard to apply various computer or software applications to assigned tasks and to process information; familiarity with personal computers and related software.
Minimum Qualifications
Possession of a High School Diploma or General Education Development (G.E.D.) test certificate.
Typing skills (45 w.p.m. with 95%) and familiarity with computer keyboards and data inputting, clearly legible handwriting, and proficiency in spelling. *Skills testing will be administered*
Proficiency in Microsoft Word, Excel, Outlook and Power Point. *Skills testing will be administered*
Preferred Qualifications
Possession of a bachelor’s or higher degree, from an accredited college or university OR, four (4) years of full time, professional administrative work experience.
Advanced in Microsoft, Excel, Outlook and Power Point.
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.
**Article EE, Civilian Recruitment and Selection Process, of the Sheriff’s Employment Action Manual (SEAM), applies to this employment process and can be found at the following link: https://www.cookcountysheriff.org/wp-content/uploads/2019/10/SEAM-Article-EE-Civilian-Recruitment-and-Selection-Process-10-17-19.pdf
Please note that there are no remote job opportunities, all positions are located onsite.
The Cook County Sheriff’s Office prohibits all unlawful discrimination in its hiring and promotional process.
All Cook County Sheriff’s Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.
Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.
I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.
EEO Statement
At the Cook County Sheriff’s Office, we value and embrace you. It’s our belief that diversity and inclusion is an essential component to our success as an organization. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff’s Office policy applies throughout the employment relationship—including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff’s Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant’s merit and qualifications, the position requirements, and our business needs.
Benefits
Health Insurance Program – Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents.
Holidays – Thirteen (13) Holidays are granted in each Fiscal Year
Sick Leave – Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days.
Vacation Leave – Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee’s anniversary date of employment.
Life Insurance – Basic term life insurance, equal to one (1) time the employee’s annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage.
Pension Plan – Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment.
Deferred Compensation Program – Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.
The 2025 Cook County Employee Benefits Overview can be viewed at https://www.cookcountyil.gov/sites/g/files/ywwepo161/files/documents/2024-10/OE25.Employee Benefits Overview_FINAL..pdf
Drug and Alcohol-Free Workplace
It is the policy of the Cook County Sheriff’s Office to provide a drug- and alcohol-free workplace for all members.
It is imperative that all Sheriff’s Office members are capable of devoting constant and uninterrupted attention to the performance of all assigned duties without risk to safety and security for themselves, other members, or the public. To ensure the goals of this policy are met, all Sheriff’s Office members shall be subject to drug and alcohol testing, whether mandatory, random, or based on reasonable suspicion.
INCLUSION
We welcome you—the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive, and inspired workplace in which every ethnicity, nationality, religion, elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that’s the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship.* This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification and ineligible for appointment to, or employment in, a position in the County service for a period of five years. For current Cook County Sheriff’s employees, such falsification may result in discipline, up to and including termination, and ineligible for appointment to or employment in a position in the County service for a period of five years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment – Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).
THE COOK COUNTY SHERIFF’S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER NOTE
As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. “The Cook County Sheriff’s Office hiring process is governed by the Sheriff’s Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff’s Office hiring decision. Cook County Sheriff’s officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff’s Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable.”
Title: Office Administrative Assistant
Company: Buffalo Run Accounting
Location: Durango, CO
