OFFICE ADMINISTRATOR III Opt. 2(Family Planning Program Assistant) 1

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual, who under direction, serves as working supervisor in the Document Certification/Archives Unit, Division of Vital Records; assigns and reviews workload activities at Archives; provides guidance and training to assigned staff; reassigns staff to meet day-to-day operating needs; establishes annual goals and objectives; prepares and signs performance evaluations; makes independent judgment in making determinations on various important vital records and problems which do not involve deviation from established policies and procedures.

Job Responsibilities

1. Serves as working supervisor at Archives performing a variety of complex and specialized confidential processes regarding vital records requiring some independent judgment.
2. Coordinates transfers of amendments and/or additions to the official birth or death record as provided by staff within the Document Certification/Archives Unit.
3. Coordinates requests for copies of verifications of records of births, deaths and fetal deaths from staff within the Document Certification/Archives Unit or other areas of Vital Records.
4. Coordinates record copying and record filing done at Archives.
5. Provides support in compiling and typing statistical and operational reports.
6. 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 two years’ study at a secretarial/business college and one year’s office experience; or, completion of high school and three year’s office assistant experience; or, three years’ independent business experience.
2. Requires ability to type accurately at a 30 w.p.m. rate.

Preferred Qualifications

1. One year of vital records experience working with a birth and death electronic system.

2. One year experience performing duties of a working supervisor.

3. Working knowledge of handling and preserving the confidentiality of records and documents.

4. One year general office experience including filing, drafting correspondences, opening and distributing mail and use multiphone lines, fax machines and office computers.

5. One year work experience with Microsoft software products including Word, Excel, Outlook and PowerPoint.

Conditions of Employment

1. Requires ability to regularly lift objects weighing from 20-30 pounds.