Share this Job

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

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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at or call (217) 524-7514 for further information and to request or discuss 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:  Mar 14, 2023

Springfield, IL, US, 62702-2737

Job Requisition ID:  25102

Agency :  Department of Public Health 
Office: Policy, Planning & Statistics

Division: Vital Records

Posting ID: 27-23-0241

Posted: 3/15/23 - 3/31/23
Salary:   $3,710 - $5,142/month  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   RC014  


This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.


All applicants who want to be considered for this position MUST apply electronically through the website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.


Posting ID #:


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.


Work Hours:  8:30am-5:00pm Monday-Friday  
Work Location: 925 E Ridgely Ave Springfield, IL 62702-2737  

Agency Contact Email:

Phone #: 217-785-2031



This position does not contain “Specialized Skills” (as that term is used in CBAs).



Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on – click “Application Procedures” in the footer of every page of the website.


The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses: