Administrative Assistant IV - Clemency Parole, Post Conviction Unit

Job Title: Administrative Assistant IV (#414)

Reports to: Attorney / Assistant Office Manager

Level: Entry

Salary: $57,811 (This may vary for internal candidates)

Grade/Step: 14

Location: 2650 S. California / Leighton Courthouse

Bureau: Administrative Services

Division/Unit: Clemency Parole, Post Conviction Unit

Application Deadline: October 3, 2025

Primary Function:

Provide administrative and clerical support to attorneys assigned to parole, en banc, and clemency hearings by preparing, maintaining, and updating case files and related documents to ensure accuracy, timeliness, and compliance with office procedures.

Working Environment

Hours: Monday – Friday, 8:30 a.m. – 4:30 p.m.

Duties and Responsibilities

• Prepare the monthly call for parole hearings.
• Pull and update files (background, clerks, IDOC sheets, minutes).
• Request disciplinary records from IDOC.
• Prepare locations for hearings and scan all documents.
• Update parole tracking spreadsheet with accurate dates.
• Provide AV Unit with paperwork and ensure all parties receive scanned documents via SharePoint.
• Email defense attorneys opposition letters.
• Create and organize new folders as needed.

• Assemble required documents for en banc attorneys.
• Update en banc spreadsheet with outcomes.
• Update and maintain blue backs.
• Return files and ensure videos are provided to AV Unit.

• Prepare new files for each petition received.
• Review petitions and extract all pertinent information.
• Request RAP sheets and Rule 23s when necessary.
• Upload all petitioner case records and run background checks.
• Email required documentation to the Prisoner Review Board.
• Email opposition/no-opposition letters to defense attorneys.
• Update files after hearings, file, and record results in clemency tracking spreadsheet.

• Provide front desk coverage, including relieving receptionist for lunch, breaks, and evening hours.
• Answer and transfer telephone calls to appropriate staff.
• Maintain confidentiality of all files, systems, and information.
• Perform additional duties and responsibilities as assigned.

Qualifications

Required:

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to manage a high-volume caseload and prioritize tasks in a fast-paced environment.
• Proficiency in Microsoft Word.

Preferred:

• Experience with Clerks systems, SharePoint, and Excel.
• 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.