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OFFICE ASSOCIATE option 2 - 3001500

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:  Apr 6, 2021

Lincoln, IL, US, 62656-5094

Job Requisition ID:  398

Posting ID:  398

Agency:  Department of Corrections  
Closing Date/Time:  4/20/21  11:59
Salary:  Anticipated starting salary $3,213/month: CBA Applies: $3,213-$4,388/month 
Job Type:  Salaried Full Time 
County:  Logan 
Number of Vacancies:  1 
Plan/BU:  RC014 

Collective Bargaining Agreement language applies to this requisition:

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



CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.


Posting Identification #398

Position Description and Responsibilities

Under direction of the Clinical Services Supervisor, serves as a secretary providing specialized office support functions; composes correspondence; provides information and assistance; functions as forms coordinator; acts as a receptionist.     

25%  As a secretary, provides complex, specialized office support functions; composes correspondence such as depositions; types Executive Clemency reports, Prisoner Review Board orders, reclassifications, employee evaluations, call lines, call passes, letters, memos, etc.; proofreads and edits typed materials; schedules appointments.

20%  Provides information and assistance to inmate families, general public and outside agencies seeking out information; provides answers to questions seeking the best method of resolving the call; opens mail; routes and distributes to appropriate party.

15%  Performs advanced word processing functions such as file merges, developing form letters, archives; types from recorded dictation; creates and updates numerous Institutional Directives; types and updates inmate manual; maintains, reviews and corrects complex statistical word processing logs.

10%  Functions as Forms Coordinator for department and requests forms for numbering; creates complex forms for departmental and facility use.

Job Responsibilities Continued

10%  Serves as a receptionist, responds to inquires of non technical nature to inmates and other visitors who come to Clinical Services for call lines or to see various people; makes travel and motel accommodations for staff; prepares travel vouchers; maintains property control inventory.

10%  Types complex charts, statistical reports, documents, forms, memoranda and letters including medical terminology where an understanding of specialized terms is required to ensure clarity and accuracy.  Determines format, proofreads for appropriate punctuation, grammar, spelling, capitalization and typographical errors, types correspondence such as depositions, Executive Clemency reports, Prisoner Review board orders, reclassification , employee evaluations, call lines and call passes.  

5%  Organizes and maintains administrative filing system; gathers files when inmates transfer and adds current casenote summary.

5%  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Requirements

  1. Ability to type accurately at 45 wpm;
  2. Knowledge, skills and mental development or equivalent to high school and 2 yrs. office experience;
  3. Requires extensive knowledge of office practices, procedures and programs;
  4. Requires knowledge of composition, grammar, spelling and punctuation;
  5. Requires knowledge of basic mathematics;
  6. Requires elementary knowledge of Agency programs, rules and regulations.
  7. Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance 

Employment Conditions

1. Requires the ability to pass the Illinois Department of Corrections background check.
2. On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department's zero tolerance Drug Testing policy. The use of unauthorized drugs, including cannabis, by an employee, regardless of the position held is prohibited.

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity and inclusion. This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in offender behavior, operating successful reentry programs, and reducing victimization.

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; tuition reimbursement; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer. We invite allqualified applicants to join our team.

Work Hours:  8:00 am - 4:00 pm Monday - Friday 
Work Location: 1098 1350th St Lincoln, IL 62656-5094 
Agency Contact:  Sandra.Schlattman@illinois.gov
Job Function:  Clerical and Administrative Support; Technology  

This position requires the ability to type 45 words per minute.  If you do not have a qualifying score on file with CMS within the last year, you will need to take a typing test. 



Please submit application via email to:  Bobbie.Fults@illinois.gov.  Please include "Office Associate 398" in the subject line of your email.  Instructions on required attachments are listed below.

CURRENT STATE EMPLOYEES seeking a promotion: Effective November 1, 2019CMS Examining will no longer accept CMS-100B applications submitted directly from Applicants. Current state employees seeking a promotion should submit an official position vacancy bid form and CMS-100B (version dated 7/2019 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 7/2019 OR AFTER WILL RESULT IN YOUR APPLICATION BEING REJECTED.

CURRENT STATE EMPLOYEES seeking a reduction, Former State Employees, and Non-State Applicants:
- 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/Bid ID or your bid will be rejected.  FAILURE TO COMPLETE AND SUBMIT THE NEW CMS100 VERSION DATED 9/2020 OR AFTER WILL RESULT IN YOUR APPLICATION BEING REJECTED.

CURRENT STATE EMPLOYEES 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/Bid 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.