Administrative Assistant IV - Training

Position Details

Job Title: Administrative Assistant IV (#391)

Reports to: Director of Continued Learning/Training

Level: Entry (This may vary for internal candidates)

Salary: $57,811

Grade/Step:14E (Union)

Location: 50 W Washington/5^th Floor

Bureau: Administrative Services

Division/Unit: Training

Application deadline: June 30, 2025

Primary Function: Provide administrative support for the Training and Learning team.

Working Environment: Hours: Monday Friday 8:30 a.m. to 4:30 p.m.

Physical Requirements:

Medium Work: The position requires the ability to stand or walk frequently, often for extended periods. You may need to lift, carry, push, or pull objects weighing up to 20 pounds regularly, and occasionally heavier items. The job may also involve a significant amount of walking or standing relative to sedentary roles.

Duties and Responsibilities:

• Respond to all telephone, mail, e-mail inquiries concerning training and staff development within the office, with other governmental bodies, and with the public, as directed by the Director of Training
• Maintain records and files concerning all office training programs and records concerning CLE and CEU hours each Assistant State's Attorney or other employee has earned
• Confirm attorney training attendance and report CLE credit to the Minimum Continuing Legal Education Board of the Supreme Court of Illinois and CEU credit to applicable State of Illinois agencies
• Maintain records for all office attorneys' attendance and completion of CLE approved trainings for 3 years per MCLE requirements
• Assist in the planning and implementation of all office training programs
• Support all major office training programs as needed including assisting with scheduling and organizing program logistics and resources, assisting with welcoming speakers, guests and office attendees, registering attendees on sign-in sheets, handing out training materials, food and beverage setup, assisting with securing room reservations, and distributing training paperwork as needed to each participant at the end of the training program
• Send via email CLE certificates, training materials, and evaluations for training attended on-line, video-recorded, or through learning management systems
• Maintain and track all expenses incurred for training office staff, including maintaining a record of training account expenditures
• Assist in preparation for Training Committee meetings as needed
• Assist in managing the CCSAO's mentorship program as needed
• Assist in managing MCLE credit timelines for courses and resubmission for new time periods
• Assist in managing learning data and documentation within the County's learning management system (LMS), including enrollments, courses content, course completion status, learner transcripts, and course reports
• May assist with technical help for presenters, hosts, and attendees of virtual trainings
• Assist in preparing training reports and materials as requested
• Maintain log with all affidavit submissions for completed recorded trainings.
• Download transcripts from the LMS and confirm time spent and date completion for CLE purposes
• Maintain records of all CEU completions, send certificates and evaluation link to Social workers and Counselors
• Assist with all Freedom of Information Act (FOIA) requests related to Learning and Training records received by our office pursuant to that Act as needed
• Interact with State's Attorney's Office employees
• Contact with outside agencies
• Maintain confidentiality of information
• Additional duties and responsibilities as required

Qualifications:

Required:

• Excellent verbal and written communication skills
• Excellent organizational skills and the ability to manage multiple tasks and projects efficiently
• Ability to function independently and conduct work in a hybrid model
• Adapt to changing situations quickly and effectively
• Proficiency in Microsoft Office
• 3 years of work experience or an associate degree

Preferred:

• 1 year experience in a training environment
• Typing speed of 50+wpm.

Equal Employment Opportunity

EEO Message: The Cook County State's Attorney's Office (CCSAO) is an equal opportunity employer, which seeks to recruit, develop, and retain the most talented people from a diverse candidate pool. The CCSAO does not discriminate on the basis of race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, sexual orientation, gender identity, gender expression, and any other characteristic protected by federal, state, or local law. Upon request, the CCSAO will provide reasonable accommodation for qualified individuals due to a disability or pregnancy. The EEOP report can be found on our website at www.cookcountystatesattorney.org.