The Administrative Assistant for the Police Training Center primarily supports the Director and the department by performing general and confidential secretarial, administrative, and accounting support duties. This position requires discretion in processing, preparing and maintaining records and expenditures. This is a grant funded position by the Illinois Training and Standards Board. The expected end date of the grant is June 30th, 2025, with the possibility of extension if additional funding is awarded.

This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Assist director, board members and other office personnel with a variety of administrative tasks such as composing and proofreading correspondence, answering and responding to outside communications (phone calls, faxes, emails, and web-based inquiries), handling correspondence with training participants and clients, data entry, mail handling, filing, photocopying, scheduling, booking travel, etc.
2. Gather and compile training needs and membership numbers from agencies.
3. Process all invoices for membership, record payments/revenue, etc.
4. Network to promote the training center as appropriate in the context of training and conferences.
5. Website updates and troubleshooting.
6. Maintain department files and records.
7. Gather data necessary for reports and keep follow-up reports as assigned.
8. Maintain time records for office.
9. Order supplies and maintain inventory.
10. Prepare quarterly and annual fiscal reports.
11. Coordinate local board meeting, prepare minutes and other documentation.
12. Assist in preparation of grant and mini grants.
13. Compiling Annual CIPTC Report.
14. Develop/maintain databases for our agency communications.
15. Assist with training classes & instructor needs and requests.
16. Coordinate with Law Enforcement Departments and ILETSB on admission.
17. Attend local and state(overnight) meetings and quarterly Board meetings as needed.
18. Maintain in-office accounting records for CIPTC budget (approx. $800,000.) by recording all transactions and reconciling all transactions with the ICC Accounting Department maintaining accurate balance.
19. Coordinate, record and deposit all payments received.
20. Troubleshoot office and classroom equipment problems
21. Prepare information for auditors and be available for all their questions.
22. Work with the Illinois Juvenile Officer Association as their Secretary when needed.
23. Perform related duties as assigned.

The requirements listed below are representative of the knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

1. High school diploma or equivalent.
2. Minimum of 3 years of experience in an administrative assistant role.
3. Strong Microsoft Office Suite knowledge and experience including Word and Excel.
4. Strong attention to detail with the ability to organize work and set priorities in order to meet deadlines.
5. Excellent written and oral communication skills.
6. Must pass a thorough background investigation.
7. Ability to maintain professionalism and confidentiality to establish and maintain effective interpersonal relationships within the Criminal Justice Fields and all levels within the Mobile Training Region.
8. Must be able to pass a thorough background investigation.
9. Possess excellent written and oral communication skills

1. At least an Associate’s degree preferred.
2. Familiar with the Illinois Law Enforcement In-Service Training Program.