OFFICE ASSISTANT Opt. 1 - 3001000

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.