OFFICE COORDINATOR OPT. 2 (Keyboarding)

Job Overview

The Illinois Environmental Protection Agency (EPA), Bureau of Water (BOW), Public Water Supply (PWS), Field Operations Section (FOS), Northern Region, Elgin Regional Office is seeking an Office Coordinator, Option 2 (Keyboarding). The ideal candidate for this position will be organized, detailed and possess the ability to adapt to change in a collaborative, fast paced environment. The ideal candidate will also need to be able to communicate effectively verbally, electronically and in writing with both internal and external stakeholders.

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). We invite all qualified candidates to apply.

Essential Functions

35%  1. Performs a variety of technical and complex office support functions for the professional/technical staff of the Northern Region, Elgin Regional Office, Field Operations Section (FOS), Division of Public Water Supplies, Bureau of Water (BOW);

• Performs a variety of technical and complex office support functions for the professional/technical staff of the Regional Office.

• Utilizes a personal computer to keyboard complex charts, statistical reports, email correspondence, meeting notes/ minutes, memorandums, tables, forms, technical reports, and travel vouchers for technical/professional staff.

• Manages calendars of technical/professional staff as directed.

30%  2. Receives, screens and directs incoming telephone calls from general public and Agency staff;

• Provides authorized general information concerning operations and personnel.

• Promptly and courteously handles citizen complaints and inquiries by telephone, or in person by referring to appropriate Agency staff or proper authority.

• Answers inquiries of a nontechnical nature in person or by phone, exercising discretion and judgment in referring sensitive issues, complex technical matters and policy concerns to the appropriate managers.

• Schedules/cancels appointments and creates meeting requests Reviews travel vouchers prepared by subordinate staff for accuracy.

15%  3.  Serves as a liaison to Agency records for Regional Office matters and activities;

• Retrieval of files, documents, or other information pertinent to FOIA requests.

• Labels project files/records/compliance/enforcement documents to ensure properly identified/labeled.

• Serves as a liaison to Central Management Services (CMS) for building repair/maintenance requests by preparing, submitting, and tracking work orders.

Essential Functions - Continued

15%  4. Maintains inventory of office supplies for the Regional Office, ensuring commodities including Xerox ink, pens, and paper are purchased using Agency approved vendors and following procurement guidelines;

• Prepares requisitions for equipment and supplies.

• Receives, opens, sorts and distributes incoming mail, posts outgoing mail and maintains procedure manual for specialized mailing practices.

05%  5. Performs other duties as required or 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 30 words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers extensive knowledge of office practices, procedures and programs.

2. Prefers extensive knowledge of composition, grammar, spelling and punctuation.

3. Prefers extensive knowledge of basic mathematics.

4. Prefers working knowledge of the logic of computer programs.

5. Prefers the ability to follow oral or written instructions.

6. Prefers the ability to operate commonly used manual and automated office equipment and perform routine maintenance.

7. Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access and Excel software.

Conditions of Employment

1. Requires the ability to pass a name-based background check.