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OFFICE ASSOCIATE OPT. 2 - Mt. Vernon

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:  Sep 22, 2022
Location: 

Mount Vernon, IL, US, 62864-8175

Job Requisition ID:  19229

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:  10/05/2022 

Salary:  $3,367- $4,552 (Anticipated Starting Salary $3,367/mo.) 

Job Type:  Salaried Full Time 

County:  Jefferson 

Number of Vacancies:  1 

Plan/BU:  RC014 

PIN: 383197

Requisition ID: 19229

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through SuccessFactors. 

It is highly recommended that official college transcripts be uploaded along with your resume.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Job Responsibilities

Under direction, this position will perform complex, specialized clerical services for a team of supervisors and professional child welfare or child protection staff.  The position will answer phones, greet visitors, maintain files, and perform general clerical functions.  

1. 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

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

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

 

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 form

 

7. 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 completion of high school
2. Requires 2 years of office experience
3. Requires ability to keyboard accurately at 45 wpm 
4.Requires working knowledge of legal, social, and medical terminology

Conditions of Employment

Requires ability to pass a background check. 

Work Hours:  Mon - Fri 8:30AM - 5:00PM  
Work Location: 321-A Withers Dr., Mt. Vernon, IL. 62864-8175  

Supervisor: Allendria Benson

Job Function Clerical and Administrative Support  

 

Agency Contact: 

Name: Ariana K. Sprague

Phone: (618) 583-2145

E-mail: ariana.sprague@illinois.gov (preferred)

 

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

 

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the work.Illinois.gov homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the work.Illinois.gov homepage in the blue ribbon.  If you have never previously signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid HERE 

Non-State employees: on work.Illinois.gov – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com