OFFICE COORDINATOR, OPT. 2

Position Overview

Under direction of the Case Disposition Unit Administrator, serves as case coordinator performing technical office support functions; maintains detailed records and reports to track the status of cases within statutorily defined time frames; performs a variety of complex duties highly specialized in nature requiring independent judgement and action and knowledge of the elaborate case tracking software application programs used by the Department and federal partner agencies; provides for preparation of legal notices and reports to the Human Rights Commission and EEOC.

Job Responsibilities

• Processes all Department case closures (e.g. Substantial Evidence Finding, Lack of Substantial Evidence Finding, Dismissals Sustained After Request for Review, Public Hearing Closures, Failure to Proceed - FTP, Failure to Cooperate - FTC, Unable to Locate - UTL, Lack of Jurisdiction, Withdrawals, Adjustments with Terms, to list some case closures) and provides complex and specialized office support functions to the unit supervisor. Prepares notification of charge determinations to appropriate parties; issues timeframes for responses; closes cases by notifying complainant and respondent; checks for appropriate forms, signatures, etc.
• Establishes, maintains, and inventories the Departments' Public Hearing filing system. Ensures that files are properly checked in and out by Department staff, assuring case files are readily available for reference. Maintains case closure schedule and ensures timely submission to other agencies per their submission requirements.
• Serves as the central unit work processing operator, using word processing to develop form letters, closure documents, generate reports, generate correspondence to complainants and respondents; enters system commands, monitors system replies and enters codes for document recall purposes; reviews case status on Department's computerized case tracking system and responds to inquiries on cases.
• Serves as a designated lead worker in the unit, distributes work assignments and providing guidance to staff in fulfilling the unit's office support functions as they relate to case coordination; reviews work ensuring that established methods and procedures are maintained; provides input to supervisor on performance objectives; prepares reports to ensure compliance with statutes, rules, regulations and policies; works with supervisor to coordinate training participation, scheduling, etc., for new employees.

(Job Responsibilities continued)

• Interacts with the public (complainants and respondents) to review "Notice of Dismissal" files and responds to inquiries from the public regarding dismissals. Provides information or assistance to the public applying general knowledge of agency operations.
• Maintains good working relationship and coordinates with the Human Rights Commission and the U.S. Equal Employment Opportunity Commission as related to the administrative review and closure process. Compiles necessary documents for each charge. Copies, scans, submits and/or transfers case files and related documents for the Commission and EEOC.
• Maintains current working knowledge of agency functions and amendments to the Illinois Human Rights Act as they relate to the duties and responsibilities of case coordination. Applies evolving automated office equipment and technology to complex tasks.
• Other duties as assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. 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.
2. Requires skill in keyboarding accurately at 45 WPM.

Preferred Qualifications

1. Working knowledge of alpha-numeric sequencing.
2. Two years of professional experience using Microsoft Office applications, including Microsoft Excel.
3. Two years of experience developing, maintaining and preparing regular and special reports.

Employment Conditions

1. Requires ability to pass a background check.
2. Requires the ability to lift up to 30lbs, to sit and/or stand for extended periods, and to repetitively bend/stoop.