OFFICE ASSOCIATE, OPT 2

Position Overview

Under direction, independently performs difficult and complex clerical functions in the Records Management Section. Scans/microfilms material received from the various Divisions of the Department. Receives, sorts, and files correspondence and investigation files, including physical and digital files. Maintains control over receipt, disposition, distribution, and inventory of all records requested from the various Divisions of the Department. Maintains an inventory of destruction of material as prescribed by the Approved Retention Schedules. Maintains Department inventory for items stored in Records Services and all off-site locations.

Job Responsibilities

• Scans/microfilms material received from the various Divisions of the Department
• Receives, sorts, and files correspondence and investigation files, including physical and digital files
• Maintains control over receipt, disposition, distribution, and inventory of all records requested from the various Divisions of the Department

• Maintains an inventory of destruction of material as prescribed by the Approved Retention Schedules. 

• Maintains Department inventory for items stored in Records Services and all off-site locations; i.e., paid off-site vendor, Secretary of State Records Center and Secretary of State Archives; and provides inventory information as required

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

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school
• Requires two years of office experience
• Requires the ability to keyboard accurately at a rate of 45 words per minute

Preferred Qualifications

• Prefers at least two years of experience working within a records office, file room, or similar, with specific responsibilities to preserve and store files, documents, and/or records
• Prefers at least two years of experience operating desktop computers, scanners, and associated scanner software to produce digital copies of paper documents

Employment Conditions

• Requires the ability to move, on a regular basis, boxes weighing a maximum of 60 pounds
• Requires possession of a valid, appropriate driver’s license
• Requires the ability to travel
• Requires the ability to pass an Agency conducted background check

Education Degree

• Requires knowledge, skill and mental development equivalent to completion of high school
• Requires two years of office experience
• Requires the ability to keyboard accurately at a rate of 45 words per minute

About the Agency

IDFPR is a regulatory licensing and enforcement agency that protects the residents of Illinois, ensures the safety and soundness of financial institutions, ensures that competent professionals are licensed to provide services to the public, and enhances commerce in the state for the benefit of all its residents.