ADMINISTRATIVE ASSISTANT II - FOIA / SUBPOENA LIAISON AND ASSISTANT TO THE DIVISION CHIEF OF STAFF

Job Requisition ID: 49411

Position Title: Administrative Assistant II-FOIA

Working Title: Subpoena Liaison and Assistant to the Division Chief of Staff
Closing Date: 09/16/2025
​Agency: Illinois State Police
Class Title: ADMINISTRATIVE ASSISTANT II - 00502
Skill Option: None
Bilingual Option: None
Salary: Anticipated Starting Salary $6,242 Monthly; Full Range $6,242-$9,021 Monthly
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code: RC028 Paraprofessional Human Services Employees, AFSCME
Merit Comp Code:

• This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
• All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
• Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger something that touches the lives of every person who calls Illinois home. No matter what state career you’re looking for, we offer jobs that fit your life and your schedule flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

Under general direction of the Chief of Staff for the Division of Statewide 911 serves as the FOIA / Subpoena Liaison and Records Coordinator; researches all FOIA /Subpoena requests and the Division’s response to confirm compliance with current FOIA / Subpoena policies and disseminate to the appropriate work unit for fulfillment; creates and maintains a FOIA /Subpoena database and manages shared resources to facilitate communication with Division staff; conducts database searches to locate requested records pertaining to FOIA /Subpoena requests; prepares timely responses in compliance with statutory requirements to the agency FOIA Officer regarding the investigation status that applies to each FOIA / Subpoena request; exercises judgment on the collection of Division records in response to FOIA /Subpoena requests working with record holders to ensure cooperation throughout the division.

About the Agency

​​The Illinois State Police strives for excellence seeking to be one of the premiere policing agencies in the country. Our core values are Integrity, Service, and Pride. We are seeking individuals with similar values to join us on our mission to promote public safety.

Essential Functions

• Under general direction of the Chief of Staff, serves as the Division of Statewide 9-1-1 FOIA / Subpoena Liaison and Records Coordinator organizing, planning, executing, controlling, and evaluating all FOIA / Subpoena requests on behalf of the Division.
• Assists with implementing policy for the maintenance of Division records including but not limited to personnel, fiscal, 9-1-1, and Fleet.
• Plans for the efficacious implementation of approved procedures for processing FOIA / Subpoena requests by maintaining a full working knowledge of all Division programs and procedures, record sources, and retention schedules.
• Confers with management and the FOIA Officer on the integration of program function improvements to improve compliance with FOIA / Subpoena requests and reduce FOIA Appeals.
• Assist management with special projects as needed.
• Performs other duties as assigned or requested which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with coursework in business or public administration.
• Requires two years of professional experience in a public or private organization.

Preferred Qualifications

• Prefers 1 year of professional experience working with the principles and practices of public and business administration.
• Prefers 1-2 years of professional experience working with a variety of agency policies and directives as they relate to FOIA administrative processing and records retention, including State Freedom of Information Act (5 ILCS 140/1 et seq.) and State Records Act (5 ILCS 160/1.5).
• Prefers 1-2 years of professional experience developing and managing a small agency function program.
• Prefers 1-2 years of professional experience establishing effective working relationships with agency personnel for the preparation and reporting of FOIA responses.
• Prefers 1 year of professional experience using Microsoft Office products including but not limited to Word, Outlook, Excel, and Teams.
• Prefers 1-2 years of professional experience analyzing administrative problems and adopting an effective course of action.
• Prefers 1-2 years of professional experience developing, installing, and evaluating new and revised methods and procedures and performance standards.
• Prefers 1-2 years of experience with the Agency’s organizational make-up and records management system and interpreting department policies and procedures.

Conditions of Employment

• Requires the ability to successfully pass background investigation.
• Requires the ability to successfully pass drug screening.
• Requires the successful completion of the ISP FOIA Confidentiality Agreement.
• Requires the successful completion of the Illinois Attorney General’s annual FOIA Officer training.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This requires the ability to work evenings and weekends.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job descriptions.

Benefits Package

The Illinois State Police offers a robust benefit package including:

• Flexible work schedules in many program areas
• Health, life, vision, and dental insurance.
• 12 weeks paid maternity/paternity leave.
• Pension Plan
• Deferred Compensation, and other pre-tax benefit programs.
• Employees earn twelve (12) paid sick days annually.
• Ten to twenty-five (10-25) paid vacation days based on years of service.
• Employees earn three (3) paid personal days pro-rated based on start date.
• Thirteen-Fourteen (13-14) paid state holidays annually.

  Work Hours: Monday-Friday 8:30am-5:00pm
Work Location: 801 S 7th St Springfield, IL 62703-2487
Agency Contact: [email protected]
Posting Group:  Legal, Audit & Compliance

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

• Use the “Apply” button at the top right or bottom right of this posting to begin the application process.
• If you are not already signed in, you will be prompted to do so.
• State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
• Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.
• If you have questions about how to apply, please see the following resources:
  • State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
  • Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.
• The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
  • [email protected]
  • [email protected]