Office Associate

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Illinois Department of Insurance is seeking to hire an Office Associate to serve as a receptionist for the Director and the Department.  This position receives, screens, and directs visitors and telephone inquiries; maintains the intra-office security program for visitors; performs a variety of complex, specialized clerical office support functions; receives, stamps, and distributes certified, registered, or special delivery mail.  The position utilizes Spanish speaking, reading, and writing skills in interacting with and assisting Spanish speaking visitors and clients.  We invite all qualified applicants to apply

Essential Functions

• Serves as a receptionist for the Department of Insurance’s Chicago office: receives and screens visitors and telephone inquiries; determines Department jurisdiction; refers clients to appropriate division/section; responds to non-technical inquiries; refers sensitive/controversial issues to superior; assists Department management by scheduling conference rooms on electronic calendars; utilizes understanding of specialized insurance industry terms in order to properly distributes phone calls and refer walk-in customers; electronically receives/distributes faxes on behalf of the Department.
• Maintains intra-office security program for all visitors entering the office reception area: responsible for security registration and visitor log for all visitors, respondents, attorneys, and the general public.
• Serves as receptionist for the Director’s office: exercises discretion and judgment when screening and directing visitors and telephone inquiries, i.e., clients and/or their representatives, professional associations, the public, members of the General Assembly, Governor’s Office, committee/board members, member of the press, etc.,; responds to non-technical inquiries; refers sensitive/controversial issues to the Director’s assistants.
• Utilizes Spanish speaking, reading, and writing skills in interacting with and assisting Spanish speaking visitors and clients: provides translation and interpretation; assists staff of other areas of the Department in interactions with Spanish speaking individuals.
• Receives, stamps, and distributes certified, registered, special delivery, and Federal Express/Airborne mail.
• Operates office equipment such as personal computer, typewriter, copy machine, fax machine: updates reception phone listing based on information provided by supervisor.
• 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 completion of high school.
• Requires two (2) years of office experience.
• Requires ability to speak, read and write Spanish at a colloquial skill level.

Preferred Qualifications

• Prefers at least two (2) years of extensive experience with office practices, procedures, and programs including the use of commonly used manual and automated office equipment.
• Prefers at least two (2) years of extensive experience with composition, grammar, spelling and punctuation and basic mathematics.
• Prefers at least two (2) years of experience with agency programs, rules, and regulations.
• Prefers ability to follow oral or written instructions.

Employment Conditions

• Requires ability to pass a background check.

About the Agency

The Department of Insurance (DOI) regulates the insurance market in the State of Illinois including, but not limited to, licensing and educating insurance agents, investigating Workers Compensation fraud, and examining the operations and finances of insurance companies domiciled in the state. We are committed to protecting consumers and regulating the insurance industry with innovation and efficiency. DOI has approximately 220 employees who are split between our Chicago and Springfield offices.

State of Illinois employees enjoy a robust benefit package, including:
    • Health, Life, Vision, and Dental Insurance
    • 13 Paid Holidays annually, 14 on even numbered years
    • 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
    • 12 Paid Sick Days annually (sick days carry over from year to year)
    • 10 Weeks Paid Maternity/Paternity Leave
    • 3 Paid Personal Days annually
    • Pension Plan
    • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
    • Flexible work schedules may be available, dependent upon position
    • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
    
Visit https://www2.illinois.gov/cms/benefits/Pages/default.aspx for more information about our benefits.