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OFFICE ASSOCIATE, OPT 2 - 3001500

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  Apr 6, 2021
Location: 

Springfield, IL, US, 62702-7301

Job Requisition ID:  2266

Agency:  Department of Children and Family Services  
Closing Date/Time:  04/19/2021 
Salary:  $3,092/mo - $4,213/mo - Monthly (Anticipated Starting Salary $3,092) 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

DCFS is deeply committed to the welfare and protection of children. Our goal is to protect children by strengthening and supporting families. In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus.

 

Collective Bargaining Agreement language applies to this posting:

 

***Do Not Apply Online Send CMS100/B and official transcripts to the agency contact email address listed below. ***

 

We are currently transitioning away from a paper application process to an electronic application process.  This position has not been transitioned. Please follow the directions below when applying to this position.

 

*****DO NOT APPLY ONLINE*****

Follow the application instructions below to apply to this position.

Job Responsibilities

The Illinois Department of Children and Family Services is seeking an organized, professional, and energetic individual to serve as Team Clerical.  Under direction, this position will perform complex, specialized clerical services for a team of supervisors and professional child welfare or child protection staff.  The position will answer phones, greet visitors, maintain files, and perform general clerical functions.  This position provides a great opportunity for someone who is detail oriented and interested in playing a supporting role in the Department’s operations.  DCFS offers a competitive compensation plan, excellent benefits, and a pension program.  The ideal candidate for this position will have excellent organizational skills and strong communication skills.  We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois

 

  • Performs complex, specialized clerical services for a team(s) of supervisors and professional child welfare and/or child protection staff; prepares and keyboards a variety of complex materials, including, but not limited to highly technical reports, statistical data, Department forms, and correspondence; prepares unusual incident reports; designs new formats or revises formats; composes and keyboards varied correspondence and responds to inquiries requiring knowledge of agency rules and procedures, such as billing procedures, payment requirements, and confidentiality and case access rules; checks for accuracy of keyboarding, spelling, grammar, and punctuation; exercises independent judgment and a command of legal, medical, and social terminology to review documents such as social histories, court reports, and correspondence to proof appropriate use of terms and accuracy of information.
  • Answers incoming phone calls and greets visitors; screens visitors/callers to determine nature of request; interviews caller to gather needed information to assess situation; refers caller to appropriate source such as intake worker, another public agency, or a community interest group; interprets to the public agency services and procedures; schedules and cancels appointments for staff; receives incoming mail and distributes to appropriate staff, which requires accessing tickler files (manual or automated) to determine appropriate distribution; prepares outgoing correspondence for mailing. 
  • Establishes and maintains case files; reviews incoming documents to ascertain proper section for placement in the case files; reviews turnaround documents (CANTS/CYCIS) for accuracy; maintains calendar of court dates; establishes and maintains tickler files (computerized or manual) to monitor case status, indicating timeframes; maintains itineraries of assigned staff; enters MARS/CYCIS information in terminal, such as activity, travel, and case reviews, retrieving, adding, changing, and deleting information; operates a copy machine to make copies.

(Job Responsibilities continued)

  • Completes and keyboards travel vouchers from handwritten materials, calculates and reviews to ensure accuracy, and returns to workers for review and signature; maintains file copy of unit vouchers and forwards for payment processing; computes mileage and allowable per diem expenses; performs timekeeping functions as requested.
  • Provides clerical office support as a secretary to the team supervisors and professional staff; makes travel and meeting arrangements for team members; follows oral and written instruction, gaining experience and knowledge in applying evolving automated office equipment and technology to complete tasks.
  • Orients professional and other clerical staff regarding Departmental rules and office procedures; attends and provides input into team meetings; maintains updated Rules and Procedures manuals; supervises children in the office to ensure their safety and provide personal needs; maintains inventory and orders supplies and forms.
  • Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. 

Miminum Qualifications

  1. Requires knowledge, skill, and mental development equivalent to completion of high school
  2. Requires 2 years of office experience
  3. Requires ability to keyboard accurately at 45 wpm
  4. Requires working knowledge of legal, social, and medical terminology

Preferred Qualifications (In Order of Significance)

  1. Prefers 2 years of office experience in a clerical or secretarial position
  2. Prefers 2 years of experience serving as a receptionist in a business or public agency
  3. Prefers 2 years of experience performing timekeeping for staff in a business or public agency
  4. Prefers 2 years of experience establishing and maintaining files in a business or public agency
  5. Prefers completion of at least 2 years of college

 

Employment Conditions

  1. Requires ability to pass a background check

 

____________________________________________________________

 

Location:  1124 N. Walnut, Springfield, IL 62702

Work Hours:  Monday-Friday 8:30am - 5:00pm

Supervisor: S. Heberling

REQ# / BID ID Number:  2266 / 2179010-792541

____________________________________________________________

 

BID# / Agency Contact:

REQ# / BID ID Number:  2266 / 2179010-792541
Denise Bean-Mathis

406 E. Monroe, Station 373
Springfield, IL  62701
Phone: 217-524-0275
Fax:  217-524-3970
Email: 
denise.bean-mathis@illinois.gov

____________________________________________________________

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. PLEASE USE THE REQ#/BID# ID FOR THE BID # ON THE APPROPRIATE APPLICATION FORM.

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

 

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting/Bid ID or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.