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Clerical Assistant

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Nov 22, 2022
Location: 

Chicago, IL, US, 60602-3134

Job Requisition ID:  20488

Agency :  Department of Public Health 

Office:  Director's Office

Division:  Office of Assistant Director

Posting ID:  01-23-0062

Posted:  11/22/2022 - 12/8/2022

Salary:   $3,471-$4,729/monthly  
Job Type:   Salaried Full Time  
County:   Cook  
Number of Vacancies:   1  
Plan/BU:   RC014  

 

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.

 

Posting Identification Number:

01-23-0062

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety.  With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform specialized paraprofessional and support functions for professional staff in the Director’s Office. Provides specialized support functions using advanced technical computer equipment to schedule meetings, type a variety of correspondence, reports, and other information.

Job Responsibilities

1. Provides complex, specialized office support functions for professional staff in the Director’s Office.

  • Coordinates and schedules internal and external meetings for Director staff using Outlook.
  • Makes travel and meeting arrangements.
  • Assists with basic IT troubleshooting and makes referrals to DoIT for resolution.

 

2. Uses advanced technical computer equipment to keyboard a variety of correspondence, reports, and other information for the professional staff.

  • Composes and keyboards routine correspondence, meeting minutes, and responds on inquires requiring general knowledge of program operations.
  • Proofreads documents for accuracy of contents.

 

3. Gathers information for report preparation and responds to inquiries exercising judgement in conducting involved searches which require accessing and selecting multiple information sources.

  • Provides information or assistance to general public.
  • Responds to inquires through written or oral direct communication.
  • Drafts business memorandums, Standard Operating Procedures, and complex correspondence.
  • Applies general knowledge of agency operations, rules, and regulations in explaining processes, procedures or services available.

 

4. Sorts and delivers incoming mail, routes documents for signature, orders supplies, prepares travel vouchers, in-state and out-of-state travel requests, and related records and reports for Director staff.

5. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

  • Requires knowledge, skill and mental development equivalent to two years of secretarial/business college or completion of high school and two years of related office experience or two years of independent business experience.
  • Requires ability to keyboard accurately at 30 wpm.

Preferred Qualifications

  • Extensive knowledge of office practices, procedures and programs.
  • Extensive knowledge of composition, grammar, spelling, and punctuation.
  • Extensive knowledge of basic mathematics.
  • Working knowledge of the logic or computer programs/language.
  • Ability to follow oral or written instructions.
  • Ability to operate commonly used manual and automated office equipment and performance maintenance.

Work Hours:  Monday - Friday 8:30am to 5:00pm  
Work Location: 69 W Washington St Chicago, IL 60602-3134  

Job Family:  Clerical and Administrative Support  

 

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:

donotreply@SIL-P1.ns2cloud.com

systems@SIL-P1.ns2cloud.com