Office Associate

Position Overview

This position involves performing complex and specialized clerical and office support tasks, including drafting and keyboarding materials, gathering information from various sources, and interpreting rules and regulations to review records and reports for compliance with legal requirements. The role also entails designing formats for statistical or technical data, proofreading documents containing legal and medical terminology, and serving as call center support by managing calls, directing visitors, answering inquiries, and screening communications. Additional responsibilities include coordinating office mail by sorting, distributing, and preparing mass mailings, as well as maintaining organized files of correspondence, memoranda, and related information. The position requires strong organizational skills, attention to detail, proficiency in office software, and effective communication with internal and external stakeholders to ensure compliance with legal and procedural standards.

Benefits Statement

As a State of Illinois employee, you are entitled to a robust benefits package that includes:

• Flexible work schedules in some program areas (flexible time and hybrid options)
• Health, life, vision, and dental insurance
• 12 weeks of paid maternity/paternity leave
• Pension Plan - vested at 10 years for Tier II
• Full 20-year retirement awards free health insurance during retirement
• Deferred compensation and other pre-tax benefits programs
• Paid state holidays 13-14 annually
• 3 Paid Personal Business Days annually
• 12 Paid Sick Days annually (Sick days carry over from year to year)
• 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
• Personal, sick, and vacation rates modified for 12-hour work schedules. (As applicable)
• Employee Assistance Program and/or mental health resources

For more information about our benefits please follow this link: https:www2.illinois.gov/cms/benefits/Pages/default.aspx
 

Essential Functions

• Conducts complex, specialized clerical office support duties.
• Serves as call center staff for GAC: Receives and directs visitors to staff for specialized information.
• Coordinates office mail.
• Maintains files, establishes files of correspondence, memoranda, and other information.
• 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 office experience.
• Requires skill and ability to type accurately at 45 WPM.
   

Preferred Qualifications

• Prefers one (1) year of experience working on a call center.
• Prefers two (2) years of experience working with database software.
• Prefers two (2) years of experience in merging correspondence into mass mailings.
• Prefers two (2) years of experience in file management.
• Prefers knowledge of office practices, procedures, and programs.
• Prefers working knowledge of basic mathematics.
• Prefers ability to use commonly used manual and automated office equipment.
• Prefers ability to work in a fast-paced environment.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
   

About the Agency

​​​​​​Created in 1979, the Illinois Guardianship and Advocacy Commission protects the rights and promotes the welfare of persons with disabilities. A board of 11 commissioners, who serve without compensation, govern the agency. The Commission is an executive state agency created to safeguard the rights of persons with disabilities. By providing legal representation, investigating complaints of rights violations, and providing state guardianship for Illinois’ population with disabilities, the Commission has given a voice to those who have previously gone unheard.