OFFICE ADMINISTRATOR IV

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Bureau of Disability Determination Services (BDDS) is seeking to hire a position to utilize job knowledge and experience to ensure compliance with Social Security Administration (SSA)/Disability Determination Services (DDS) standards and procedures to resolve and perform highly technical and specialized functions in establishing claims in the Disability Claims Processing System (DCPS) for assignment purposes to Disability Claims Adjudicators. This position directs the work of subordinate staff involved in performing a variety of highly specialized, complex, and technical office support functions for maintaining data on disability claims for the Social Security Administration and the Bureau of Disability Determination Services; utilizes automated office equipment and software applications for the purposes of claims control and statistical and management reports; trains new and experienced staff and monitors work product; oversees Bureau wide automatic and manual case assignment to Adjudicative staff and Technical staff adjudicating disability claims; maintains case level and case assignment totals under direction provided by Adjudication Services; and serves as liaison between different levels of the Bureau and SSA field office staff, as well as liaison to outside case processing components and out-of-state case processing components.

Essential Functions

• Performs complex, specialized paraprofessional/technical functions supporting the Bureau’s operations/programs by overseeing set Social Security Administration (SSA)/Disability Determination Services (DDS) guidelines for proper claim entry and adequate claim assignment to adjudicative staff and technical staff within the DDS.
• Monitors compliance of the DDS regulations, procedures, and operations.
• Serves as working supervisor.
• Confers with Bureau managers, professional staff, and clerical personnel to coordinate the Case Intake functions with Bureau programs or projects, as well as Information Systems (IS) personnel to effect software application changes, problem resolution and definition.
• Monitors the effectiveness and functionality of DCPS software concerning claims intake and claims assignment.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of two (2) years of study at a secretarial or business college and two (2) years of office experience OR Completion of high school and four (4) years of Office Assistant experience OR four (4) years independent business experience.
• Requires ability to keyboard accurately at 30 wpm.

Preferred Qualifications

• Two (2) years of experience directing and supervising the work of clerical support office staff. 
• Three (3) years of experience utilizing program operations and policies for a human services organization. 
• Three (3) years of experience utilizing office procedures and programs for a public or private organization. 
• Three (3) years of experience communicating with stakeholders relative to case intake issues in person and in an electronic environment.
• Two (2) years of experience in providing training to staff.

Conditions of Employment

• Requires the ability to utilize office equipment, including a personal computer.

• Requires ability to pass a federal employment background check. Individuals selected for positions with the Illinois Disability Determination Service (DDS) must go through a complete federal background investigation suitability determination by the Social Security Administration. Those individuals meeting the state requirements for employment must first complete the federal background investigation prior to their start date. This is necessary to determine whether an employee can be issued credentials in order to have access to the Social Security Disability data, records and systems. Further details will be provided during the pre-employment background check process.

*All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Human Services uplifts individuals and communities across Illinois.  Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives.  Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois.  Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.