Lead Records Assistant (office Of The Public Defender) Afscme 3696 (Finance)

Job Summary

Under the general direction of a Support Staff Supervisor, maintains office-wide records storage maintenance process; assists in administration, facilitation and distribution of written files, records and other data pertinent to the Law Office of the Cook County Public Defender. Analyzes incoming correspondence and ascertains applicable principals who should receive the respective correspondence. Exercises discretion, soun d judgment and personal initiative to determine and implement the proper approach or action to take in non-routine situations relative to records management operations. Interprets and adapts guidelines, including unwritten policies, precedents and practices which otherwise do not adequately address the needs and circumstances of the unit. Coordinates the operations of personnel assigned to classifying and filing records, acts as a resource person to deal with department-wide or county-wide rules, regulations and protocols as they impact on the particular work area or its personnel. May perform other duties as assigned.

Employee will work at various locations Minimum Qualifications

• Possession of a High School Diploma or General Educational Development Test Certificate is required.
• Four (4) years' full-time administrative work experience is required.
• Possession of a valid driver's license is required.

-OR-

• Graduation from an accredited college or university with an Associate's degree is required.
• Two (2) years' full-time administrative work experience is required .
• Possession of a valid driver's license is required.

This position is considered a safety-sensitive position. Candidates who are selected to fill safety-sensitive positions must pass a required drug test as part of the pre-employment background check process.

https://www.cookcountyil.gov/sites/default/files/service/drug-and-alcohol-policy.pdf

Candidates who are contacted will be required to produce original required documents (e.g., current driver's license, diploma, school transcript, certifications, etc.) listed on the Notice of Job Opportunity within five (5) days of being notified, in writing, by the Bureau Chief of BHR (or designee) that they have been provisionally placed on the Interview List. Candidates will be notified of how to submit the required document.

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.

*Degrees awarded outside of the United States with the exception of those awarded in one of the United States territories and Canada, must be credentialed by either the World Education Services (WES) or Educational Credential Evaluators (ECE).

Knowledge, Skills, Abilities and Other Characteristics

Knowledge of current systems and procedures relative to records management and operations, including scope of duplicating and reproduction methods; knowledge of the functions and operations of the Department.

T horough knowledge of general and special clerical procedures particular to area of assignment.

Knowledge of Microsoft Office Suite and other software applications.

Knowledge of business practices relative to office record keeping, correspondence and duplication.

Knowledge of good office management principles.

Thorough knowledge of correct business, legal and/or other technical language usage, punctuation, grammar, and their proper application to business forms, letters and records.

Skill and accuracy in the control, organization and maintenance of manual or electronic filing systems and records according to various methods.

Good communication skills, ability to gather information from others and make inquiries.

Ability to make sound decisions and carry out programs in tandem with or in the absence of the supervisor.

Good attention to detail; ability to proof, verify and edit complex data, transcribe and cross reference data.

Identify, categorize, inventory and secure or archive confidential and other written materials and records.

Ability to work cooperatively with administrative, supervisory, technical and professional personnel in maintaining adequate clerical services.

Ability to follow-up in a thorough and timely manner relative to unresolved business.

Performs well under pressure.

Physical Requirements

Heavy Work

Heavy Work involves exerting 50 to 100 pounds of force occasionally, or 25 to 50 pounds of force frequently, or 10 to 20 pounds of force constantly to lift, carry, push, pull, or otherwise move objects.

VETERAN'S PREFERENCE

When applying for employment with Cook County Government, preference is given in the application process to honorably discharged Veterans who have served in the Armed Forces of the United States for more than 180 consecutive days, or during War Time. To take advantage of this preference a Veteran must:

• MEET THE MINIMUM QUALIFICATIONS FOR THE POSITION.
• IDENTIFY THEMSELVES AS A VETERAN ON THEIR EMPLOYMENT APPLICATION BY ANSWERING YES TO THE QUESTION "Are you a military veteran?"
• ATTACH A COPY OF THEIR DD 214, DD 215 or NGB 22 (NOTICE OF SEPARATION) AT TIME OF APPLICATION FILING. IF YOU HAVE MULTIPLE DD 214S, 215S, OR NGB 22S, PLEASE SUBMIT THE ONE WITH THE LATEST DATE. COAST GUARD MUST SUBMIT A CERTIFIED COPY OF THE MILITARY SEPARATION FROM EITHER THE DEPARTMENT OF TRANSPORTATION (BEFORE 911) OR THE DEPARTMENT OF HOMELAND SECURITY (AFTER 911).

VETERAN MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS AT TIME OF INTERVIEW.

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.

*This position requires successful completion of post-offer tests, which may include a background check, drug screen and medical examination.

Falsification of any information in the application process will result in disqualification, dismissal after hire, and/or placement on the County's Ineligible for Rehire List for a period of two (2) or five (5) years. For current County employees, such falsification may result in discipline, up to and including termination, and placement on the County's Ineligible for Rehire List for a period of two (2) or five (5) 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) (d)

EEO Statement

Cook County Government is an Equal Employment Opportunity ("EEO") employer. Cook County prohibits illegal discrimination and harassment and affords equal employment opportunities to employees and applicants without regard to race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, source of income, housing status, military service or discharge status, gender identity, genetic information, or any other protected category established by law, statute or ordinance as further defined in Chapter 44. Human Resources, Article II. Personnel Polices, Section 44-53 of the Cook County Code of Ordinances and Chapter 42. Human Relations, Article II. Human Rights, Section 42-35 of the Cook County Code of Ordinances.

NOTE: As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules.

*Must be legally authorized to work in the United States without sponsorship.

Social Media Disclaimer

The County's hiring process is governed by the Cook County Employment Plan 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 County's hiring decision. Cook County 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 - Office of the Inspector General. If the Cook County Inspector General sustains allegations of Political Reasons or Factors being considered, Cook County will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable.