Project Coordinator-Chicago Operations

Position Overview

COME JOIN A TRANSFORMATIVE TEAM, with a record of proven, positive impact to the State of Illinois.

The Illinois Office of the Comptroller is seeking applicants for the position of Project Coordinator-Chicago Operations.

The Comptroller is the chief fiscal control officer for the Illinois government, charged by the Constitution with maintaining the state’s central fiscal accounts and ordering payments into and out of the appropriate funds. The office processes more than 16 million transactions annually and serves as a “fiscal watchdog” to ensure that all state payments meet the requirements of the law. The Comptroller’s office provides meaningful and timely fiscal information to help state policymakers adopt effective policies. The office continually seeks new ways to improve how it serves the public. The Comptroller has updated and streamlined the Comptroller’s website and has led the process of updating the state’s payroll and accounting systems. Comptroller Mendoza is committed to running the Office of Comptroller as a financial watchdog for the interest of Illinois citizens and to installing the most modern and transparent systems to make the state’s financial information available to all. 

MAJOR FUNCTION:

Under the direct supervision of the Office Manager for the Chicago Office the Project Coordinator assists with managing office inventory and maintaining office supplies. The incumbent serves as one of the vehicle coordinators, and maintains SharePoint site to ensure up-to-date content, accurate record keeping, organization, and accessibility. The incumbent serves as a second point of contact for building management, handling inquiries related to dock access, work orders, visitor logs, and conference room bookings. The incumbent researches information from inquiries and drafts responses to public inquiries that may be sensitive and/or highly confidential. This position provides occasional front desk support, providing coverage for phone calls, visitor management, and mail handling as needed.

Job Responsibilities

• Assists Office Manager with office inventory and office supplies; monitors and maintains supply cabinet; orders and invoices needed supplies. Provides assistance to support the daily administrative functions.
• Serves as a vehicle coordinator; coordinates vehicle schedules, assignments, and manages interdepartmental communication.
• Manages and updates SharePoint content for record keeping, organization, and accessibility.
• Provides front desk support by answering phone calls. taking messages, receiving and directing visitors, and handling mail.
• Serves as the second point of contact for building management, handling inquires related to dock access, work orders, visitor logs, and conference room bookings.
• Other duties as assigned.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of two years of college, preferably with coursework in Public or Business Administration or related field of study; plus two years of professional experience in a public or private organization.
• Requires proficiency with Microsoft office applications and other basic web applications.

Knowledge, Skill, and Abilities

• Requires working knowledge of administrative practices and methods.
• Requires working knowledge of office operations and procedures.
• Requires being careful about detail and thorough in completing work tasks
• Requires ability to exercise good judgment when handling confidential or sensitive information.
• Requires ability to handle several responsibilities simultaneously, while considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Requires working knowledge of planning and setting goals to prioritize, organize, and accomplish tasks.
• Requires ability to research issues and express ideas clearly both orally and in writing.
• Requires ability to develop and maintain satisfactory working relationships with management, other agency representatives and the general public.
• Requires working knowledge of a personal computer and various software.
• Requires working knowledge of the internal functions of the office.

Position may be designated as bilingual which will require spoken and written interpretive skills. 

Benefits

This position is eligible to be a member of the State of Illinois Group Insurance program which includes health, dental, vision, and life insurance coverage options. Additionally, this position will annually accrue 12 paid sick days, a minimum of 12 paid vacation days, 4 paid personal days, and be afforded 14 paid state holidays, prorated based on start date. 

Equal Employment and Commitment to Diversity

The Illinois Office of Comptroller provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender, gender identity or expression, sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. The Illinois Office of Comptroller is committed to the fair and equal employment of individuals with disabilities under the ADA. It is the Illinois Office of Comptroller's policy to provide reasonable accommodation to qualified individuals with disabilities unless the accommodation would impose an undue hardship on the company. The Illinois Office of Comptroller prohibits any harassment of, or discriminatory treatment of, employees or applicants based on a disability or because an employee has requested reasonable accommodation. 

The Illinois Office of Comptroller is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the agency and are valued for their skills, experience, and unique perspectives. This commitment is embodied in agency policy and organizational culture.