Champaign County
Job Description

Job Title: Executive Assistant to State's Attorney
Department: States Attorney
Reports To: State's Attorney
FLSA Status: Exempt
Grade Range: J
Prepared Date: August, 2009

SUMMARY Assists the State's Attorney in carrying out responsible administrative, fiscal and clerical functions in the department.

PRIMARY DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assists and acts in a confidential capacity to the State's Attorney, including matters regarding the formulation, determination and effectuation and review of the State's Attorney's management policies regarding labor relations and collective bargaining policies. Attends and participates in all labor negotiations.

Responsible for the hiring procedure, disciplinary action and the supervision of support legal clerical staff and the co-ordination of work assignments in the State's Attorney's Office and the Support Enforcement Division.

Participates in budget preparation and monitors budgets and payments of department expenditures including grant funded special departments within the State's Attorney's Office, including the contract and budget with IDPA. Prepares monthly and/or quarterly grant fiscal progress reports and audits the receipt and expenditure of grant funds.

Prepares grant applications requesting funding from State and Federal programs.

Responsible for the preparation of the department's bi-weekly payroll and benefit changes; maintains personnel files.

Performs purchasing tasks for the department by contacting vendors, preparing requisitions, approving invoices for payment and maintaining records of purchase. Orders all supplies and forms used by the staff. Recommends equipment improvements and upgrades while responsible for maintaining technology inventory of the office.

Serves as liaison with other County offices with regard to department needs.

Serves as Administrator of the State's Attorney module for the Jano project.

SUPERVISORY RESPONSIBILITIES Directly supervises 15 to 20 clerical employees. Carries out supervisory responsibilities in accordance with the collective bargaining agreement, the County's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE Bachelor's degree (B. A.) from a four-year college or university with a degree in Public Administration or a directly related field and three years of responsible administrative experience; or equivalent combination of education and experience. Management skills are necessary.

LANGUAGE SKILLS Ability to write reports, business correspondence and policy and procedure recommendations. Ability to effectively present information and respond to questions from individuals, groups and the general public.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and wage rates.

REASONING ABILITY Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS As required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; sit; reach with hands and arms; and talk; or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Normal office conditions. The noise level in the work environment is usually moderate.