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OFFICE ASSOCIATE - Opt. 2

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 6, 2021
Location: 

Quincy, IL, US, 62301-1355

Job Requisition ID:  8022

Agency:  Department of Veterans' Affairs  
Salary:  $3,239.00-$4,379.00 Anticipated Salary: $3,239.00/mo
Job Type:  Salaried Full Time 
County:  Adams 
Number of Vacancies:  1 
Plan/BU:  RC014 

Department:  Nursing/Hammond Hall

Schedule:  Monday-Friday

Hours:   7am-3:30pm (1 hour unpaid lunch)

Agency Contact:  Brittany Heinecke 217-640-2480

Date Posted: October 6th, 2021

Last Date to Apply: October 21st, 2021

 

BID NOTICE #  34-120-22-039-8022

 

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.

 

ALL CANDIDATES MUST SUBMIT A SEPARATE BID FORM AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. PLEASE USE THE REQUISITION ID FOR THE BID # ON THE APPROPRIATE APPLICATION FORM.

 

SUBMIT APPLICATION TO: (Must be postmarked by closing date)

Illinois Department of Veterans' Affairs-IVHQ

ATTN:  HR

1707 N. 12th Street

Quincy, Il 62301

FAX:  217-222-2961

EMAIL:  Brittany.Heinecke@illinois.gov

 

CURRENT STATE OF ILLIONIS EMPLOYEES MUST SUBMIT A SEPARATE BID FORM AND APPLICATION FOR EACH POSITION APPLIED FOR

 

 

 

Job Responsibilities

Under direction of the nursing supervisor of a nursing care unit, acts as a ward clerk of a unit and secretary to the nursing supervisor, provides clerical office support functions that are complex and specialized in nature. 

1. Acts as ward clerk for a unit.  Maintains resident charts.  Prints computer-generated chart forms, prepares admission paperwork for new residents, creates admission charts and disassembles discharge charts, keeps computerized resident information current.  Makes chart labels, and labels chart papers.  Makes ID bands, orders door signs for resident rooms, takes resident photos as requested.  Maintains resident chart order, files information in charts and thins charts according to policy and procedure. 

2. Assists with physicians’ orders as directed.  Prepares transfer papers, requisitions and consults for appointments, prints and reviews admission records for accuracy.  Assists in scheduling appointments.  Enters routine lab orders into Atlas at appropriate intervals, collates daily lab reports and provides to nurses.  Reviews orders for completion, compiles and routes requisitions for medical tests and procedures.  Copies, prints and faxes information.  Complies with all HIPAA requirements.  Gathers timekeeping paperwork, updates electronic timekeeping system, and compiles daily attendance reports for supervisor.

3. Provides complex and specialized clerical office support as a secretary to the Nursing Supervisor; keyboards a variety of correspondence, reports, fliers, memos, and/or other information and responds to general inquiries.  Organizes and maintains filing system for nursing care units.  Keeps needed forms readily available on unit.  Answers phone and serves as a receptionist to residents, families, and visitors; sorts and distributes mail.  Keeps nurses station clean and organized, completes pest reports, keeps unit calendar updated.  Maintains printers, fax machines and copy machines

Job Responsibilities Continued

4.  Monitors unit supply inventory and expiration dates.  Removes outdated items, orders and puts away supplies, completes work orders as directed, prepares purchase requests for supervisor approval, sends broken equipment for repair.

5.  Covers absences of other office associates and assists with orientation of new office associates.  Assists in training new nurses on Atlas lab program.  Aids as needed in emergency situations.

6.  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 and two years of office experience

 

Knowledge, Skills, and Abilities

 

  • Requires extensive knowledge of office practices, procedures and programs.
  • Requires extensive knowledge of composition, grammar, spelling and punctuation.
  • Requires working knowledge of basic mathematics.
  • Requires elementary knowledge of agency programs, rules and regulations.
  • Requires ability to follow oral or written instructions.
  • Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
  • Requires ability to keyboard 45 words per minute accurately.
  • May require skill in taking dictation accurately.
  • In addition to having a written and spoken knowledge of the English language

 

Conditions of Employment

 

  • Requires ability to successfully complete and pass a criminal background check
  • Requires the ability to successfully complete and pass drug screen and pre-employment physical
  • Requires the ability to work mandatory and voluntary overtime

 

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. PLEASE USE THE REQUISITION ID FOR THE BID # ON THE APPROPRIATE APPLICATION FORM.

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

 

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/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.
       
  • 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/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.
       
  • Seeking a Job Assignment - 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 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/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.

 

Non-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/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.
       

*NOTE:  The Department of Veterans’ Affairs does not discriminate against any individual because of his or her race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, or unfavorable discharge from military service in connection with employment, real estate transactions, access to financial credit, and the availability of public accommodations in compliance with the Illinois Human Rights Act, the Illinois Constitution, Title VI of the 1964 Civil Rights Acts, Section 504 of the Rehabilitation Act of 1973, as amended, and the U.S. Constitution.  The Equal Employment Opportunity Office is responsible for compliance and may be reached at 217/557-5667.