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OFFICE ASSISTANT Opt. 1 - 3001000

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 8, 2023

Springfield, IL, US, 62702

Job Requisition ID:  24745

Agency :  Environmental Protection Agency 
Closing Date/Time: 03/22/2023
Salary:   $3,196.00 - $4,235.00 Monthly CBA Language Applies  
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 Identification Number  24745

*Answer all questions thoroughly-DO NOT STATE SEE RESUME

Job Overview

The Illinois Environmental Protection Agency (EPA), Division of Legal Counsel/Deputy Chief Legal Counsel, Records Management Facility ID Management Section is seeking an Office Assistant, Option 1 for the Records Management B Unit. This position performs a variety of difficult and responsible support functions in the retention, maintenance, and reduction of a variety of the paper, digitally imaged and microfilmed documents/records. The ideal candidate for this position will be organized, detailed, and possess the ability to adapt to change in a collaborative, fast paced environment. The ideal candidate will also need to be able to communicate effectively verbally, electronically and in writing with both internal and external stakeholders.



The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). We invite all qualified candidates to apply.

Job Responsibilities

40%  1. Performs a variety of difficult and responsible support functions in the retention, maintenance and reduction of a variety of the paper, digitally imaged and microfilmed documents/records in the Division of Legal Counsel/Deputy Chief Legal Counsel, Records Management Facility ID Management Section for the Records Management B Unit;

    • Prepares paper documents and drawings for digital imaging, and microfilm production by acquiring from various databases, and transcribing index information into a computer- based indexing application
    • Generates bar coded index sheets and incorporates all inserts according to established procedures

25%  2. Participates in file revisions, new file establishments, file cleanups, record comparisons for routine operations;

    • Assists Section staff with retrieval of microfilm, paper files, and imaged documents, drawings, and photographs
    • Routinely processes cross references, file identifications, and indexes
    • Retrieves/transports/lifts boxes of files (weighing up to 35 lbs.)

20%  3. Performs a variety of screening processes to properly index, categorize, and/or file all Division technically complex paper, microfilm records, engineering plans, correspondence, maps, photographs, and all other documents associated with specific facilities throughout Illinois;​​​​​​​

  • Incorporate records into a complex filing structure and category system

(Job Responsibilities continued)


10%  4. Operates to produce labels, and input data into a bar code scanner system for file custody tracking;

    • Search computer records for information to determine file location. Assists staff with retrieval of imaged documents, microfilm, and paper files
    • Retrieves records throughout Agency Bureaus/Divisions

05%  5. Performs other duties as assigned or required which are reasonably within the scope of the duties.

Minimum Qualifications

  1. Requires knowledge, skill and mental development equivalent to completion of high school and one year of related office experience.


Preferred Qualifications (In Order of Significance)

  1. Prefers working knowledge of alpha-numeric sequencing.
  2. Prefers working knowledge of office practices, procedures and programs.
  3. Prefers working knowledge of grammar, spelling and punctuation.
  4. Prefers working knowledge of basic mathematics.
  5. Prefers ability to follow oral and/or written instructions.
  6. Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.
  7. Prefers ability to utilize a personal computer with knowledge of Microsoft Word, Access, and Excel software.

Conditions of Employment

  1. Requires the ability to lift boxes of files weighing up to 35 pounds.
  2. Requires ability to stand and file paper for extended periods of time.
  3. Requires the ability to pass a name-based background check.

Work Hours:  8:30 am - 5:00 pm Monday - Friday  
Work Location: 1021 E North Grand Ave Springfield, IL 62702-4059  
Agency Contact:

Chris Steinkruger


Phone #:217-558-1256

Job Family:  Clerical and Administrative Support  


This position [DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).


Agency Statement: The mission of the Illinois Environmental Protection Agency (IEPA) is to safeguard environmental quality, consistent with the social and economic needs of the State of Illinois, so as to protect health, welfare, property and the quality of life.  IEPA works to safeguard the states natural resources from pollution to provide a healthy environment for its citizens. By partnering with businesses, local governments and citizens, IEPA is dedicated to continued protection of the air we breathe and our water and land resources.


The IEPA does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent IEPA employment, applicants must be currently authorized to work in the United States on a full-time basis.



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:



Nearest Major Market: Springfield