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OFFICE ASSOCIATE - OPT 2 - 3001500 - Collinsville

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  Oct 7, 2021
Location: 

Collinsville, IL, US, 62234

Job Requisition ID:  8138

DCFS is deeply committed to the welfare and protection of children. Our goal is to protect children by strengthening and supporting families. In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus

 

Agency:  Department of Children and Family Services  
Closing Date/Time:  10/21/2021 

Posting ID# 2137023-377329
Salary:  $3,239 - $4,379 (Anticipated Starting Salary $3,239/mo) 
Job Type:  Salaried Full Time 
County:  Madison 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

***Do Not Apply Online Send CMS100/B and a legible copy of your official college transcripts to the agency contact email address listed below.***

 

Collective Bargaining Agreement language applies to this posting:

We are currently transitioning away from a paper application process to an electronic application process.  This position has not been transitioned. Please follow the directions below when applying to this position.

 

*****DO NOT APPLY ONLINE*****

Follow the application instructions below to apply to this position.

Job Responsibilities

1.  Serves as Team Clerical

  • Performs complex, specialized clerical services for a team(s) of supervisors and professional child welfare and/or child protection staff
  • Prepares and keyboards a variety of complex materials, including, but not limited to highly technical reports, statistical data, Department forms, and correspondence
  • Prepares unusual incident reports
  • Designs new formats or revises formats
  • Composes and keyboards varied correspondence and responds to inquiries requiring knowledge of agency rules and procedures, such as billing procedures, payment requirements, and confidentiality and case access rules
  • Checks for accuracy of keyboarding, spelling, grammar, and punctuation
  • Exercises independent judgment and a command of legal, medical, and social terminology to review documents such as social histories, court reports, and correspondence to proof appropriate use of terms and accuracy of information

(Job Responsibilities continued)

2.  Answers incoming phone calls and greets visitors

  • Screens visitors/callers to determine nature of request
  • Interviews caller to gather needed information to assess situation
  • Refers caller to appropriate source such as intake worker, another public agency, or a community interest group
  • Interprets to the public agency services and procedures
  • Schedules and cancels appointments for staff
  • Receives incoming mail and distributes to appropriate staff, which requires accessing tickler files (manual or automated) to determine appropriate distribution
  • Prepares outgoing correspondence for mailing

(Job Responsibilities continued)

3.  Establishes and maintains case files

  • Reviews incoming documents to ascertain proper section for placement in the case files
  • Reviews turnaround documents (CANTS/CYCIS) for accuracy
  • Maintains calendar of court dates
  • Establishes and maintains tickler files (computerized or manual) to monitor case status, indicating timeframes
  • Maintains itineraries of assigned staff
  • Enters MARS/CYCIS information in terminal, such as activity, travel, and case reviews, retrieving, adding, changing, and deleting information
  • Operates a copy machine to make copies

 

4.  Completes and keyboards travel vouchers from handwritten materials, calculates and reviews to ensure accuracy, and returns to workers for review and signature

  • Maintains file copy of unit vouchers and forwards for payment processing
  • Computes mileage and allowable per diem expenses
  • Performs timekeeping functions as requested

(Job Responsibilities continued)

4.  Completes and keyboards travel vouchers from handwritten materials, calculates and reviews to ensure accuracy, and returns to workers for review and signature

  • Maintains file copy of unit vouchers and forwards for payment processing
  • Computes mileage and allowable per diem expenses
  • Performs timekeeping functions as requested

 

5.  Provides clerical office support as a secretary to the team supervisors and professional staff

  • Makes travel and meeting arrangements for team members
  • Follows oral and written instruction, gaining experience and knowledge in applying evolving automated office equipment and technology to complete tasks

(Job Responsibilities continued)

6.  Orients professional and other clerical staff regarding Departmental rules and office procedures

  • Attends and provides input into team meetings
  • Maintains updated Rules and Procedures manuals
  • Supervises children in the office to ensure their safety and provide personal needs
  • Maintains inventory and orders supplies and forms

 

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

Knowledge, Skills, and Abilities

 

  • Requires 2 years of office experience
  • Requires ability to keyboard accurately at 45 wpm

Education Degree

 

  • Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.

Employment Conditions

 

  • May require possession of an appropriate valid driver's license.

Location: 1101 Eastport Plaza Dr, Ste 150, Collinsville, IL 62234 

Work Hours: Monday - Friday 8:30 AM - 5:00 PM

Supervisor: Julia Baltz

 

SEND YOUR BIDS TO

Posting ID#  2137023-377329

Name:  Ariana K. Sprague

Email:  Ariana.Sprague@illinois.gov (preferred)

Phone:  618-583-2145

Address:  10 Collinsville Ave. Suite #301, East St. Louis, IL. 62201

 

CANDIDATES MUST SUBMIT A SEPERATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: cmsapplications@fakeaddress.com (explain how you would like to receive the paper application/bid forms)

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

 


Nearest Major Market: St Louis