Mail Extraction & Processing Section Manager (OFFICE ADMINISTRATOR IV)

Position Overview

Would you like to work for a professional organization that offers steady hours and an exceptional benefits package? How about a workplace with opportunities for career advancement and personal growth? Then consider joining the Illinois Department of Revenue. We are hiring a Mail Extraction & Processing Section Manager (Office Administrator IV) for our Document Control & Deposit Division in Springfield, IL. This position is responsible for supervising the daily receipt and handling of tax returns and remittances, overseeing staff who scan and process vital tax documents, and coordinating with other departments to ensure deadlines are met and data is accurate. If you have experience leading clerical teams, proficiency in monitoring and improving operational workflows, and strong skills in organizing and prioritizing high-volume work, then we want you! Don’t let this opportunity pass you by. Apply now before time runs out!

The benefits of working at Department of Revenue include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick, or personal leave, thirteen holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life).

Essential Functions

• Under direction, serves as the Mail Extraction and Processing Section Manager over a large clerical staff.
• Serves as a working supervisor.
• Utilizes Illinois Department of Revenue (IDOR) approved software to compile and prepare the preparation of daily, weekly, and monthly inventory, production, statistical and financial related reports.
• Establishes teaching methods and oversees the training of subordinate staff.
• Receives, reviews, and examines mail from IDOR facilities and the Federal Government as well as mail from mail processing vendors.
• Reviews and monitors the security levels of staff to make certain that confidential taxpayer information and federal data are accessed only by authorized personnel and are handled and stored in accordance with IDOR procedure and federal guidelines.
• Submits written recommendations, and upon approval by the Division Manager, develops and writes new work procedures or revisions to respond to policies and legislative mandates and/or to achieve more efficient operation.
• Provides back-up to other section managers in the program area to supervise staff in the absence of the regular supervisor or to provide additional assistance to production backlogs, new program implementation, or special projects.
• 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 two years of study at a secretarial/business college and two years of office experience -OR- completion of high school and four years of Office Assistant experience -OR- four years independent business experience.

Preferred Qualifications

• Two (2) years of experience directing and supervising the work of office staff.
• One (1) year of experience providing training to staff.
• One (1) year of experience compiling and preparing statistical reports.
• One (1) year of experience developing and writing procedures.
• Intermediate proficiency using Microsoft Word or similar word processing software.
• Intermediate proficiency using Microsoft Excel or similar spreadsheet software.

Conditions of Employment

• Requires the ability to successfully complete a tax compliance and fingerprint-based background check.
• Requires the ability to lift tubs of work weighing up to 50 pounds above shoulder level to place on or remove from shelves.
• Requires the ability to push and pull carts to deliver tubs of work to areas within the building.
• This position is considered heavy work as defined by the U.S. Department of Labor (20 CFR 404.1567(d)). Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Agency Statement

The Illinois Department of Revenue (IDOR) is responsible for administering the state's tax laws and collecting taxes in a fair, consistent, and efficient manner. Their goal is to provide accurate, timely, and reliable funding and information to both state and local communities. By implementing best practices, IDOR works to continuously improve and enhance accuracy, efficiency, and productivity across all areas of operations and tax administration. In doing so, they aim to earn respect, deliver value, and serve as a trusted source of information for the public.

IDOR is a professional governmental entity that prioritizes its employees and actively invests in their success through comprehensive training and engagement. As the proud recipient of the 2025 Bell Seal for workplace mental health, IDOR cultivates an environment that encourages open dialogue and collaboration on mental health issues. With a strong commitment to diversity—both culturally and professionally—IDOR believes that this inclusive approach leads to a more productive workplace, ultimately benefiting the citizens and taxpayers of Illinois.