OFFICE ASSOCIATE

Position Overview

The Office Associate position at the Department of Commerce and Economic Opportunity provides integral clerical procedures in the establishment and maintenance of grants awarded by the Department. The ideal candidate will have clerical experience and the ability to organize, file, and prioritize work as needed. We welcome interested applicants who can help with the day-to-day operations of this fast-paced environment to apply.

Job Responsibilities

1. Provide clerical support to the Financial Management managers and supervisors.
2. Serve as communications liaison and paper/electronic filing coordinator for the Financial Management Office.
3. Serve as signature authority and task coordinator as well as workflow delegate approver for Financial Management Office Managers.
4. Maintain complete and up-to-date electronic and paper files of required reports, correspondence, award notices, activity timesheets, award reporting schedules, manuals, and other reference materials for Financial Management.
5. Perform 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 four (4) years of high school.
2. Requires two (2) years of office experience.
3. Requires ability to type accurately at 45 WPM.

Preferred Qualifications

1. Prefer one year of experience managing contractual, grant, or loan obligation documents.
2. Prefer one year of experience working in an office or program which administers grant agreements.
3. Prefer one year of experience following standard operating procedures.
4. Prefer the equivalent to completion of four years college with courses in business administration, accounting, or similar.
5. Prefer one year of experience working within an accounting or financial office.
6. Prefer one year of experience utilizing electronic accounting software, like SAP (Systems Applications & Products), SAMS  (Comptroller’s Statewide Accounting Management System), or other.
7. Prefer one year of experience reviewing official documents for accuracy and communicating  deficiencies.
8. Prefer intermediate level of proficiency utilizing spreadsheet software like Excel.

Conditions of Employment

1. Requires completion of a background check and self-disclosure of criminal history.
2. This position is considered heavy work as defined by the U.S. Department of Labor (20 CFR 404. 1567 (d). Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds.
3. Requires the ability to report to the office on a daily basis.
4. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The mission of the Illinois Department of Commerce and Economic Opportunity is to support and maintain a climate that enables a strong economy for our customers - taxpayers, businesses, workers and communities - by keeping, attracting and growing businesses, maintaining a skilled workforce, and enhancing communities so that the climate here is one in which businesses, small and large, and workers, can succeed to the greatest extent possible. The Illinois Department of Commerce delivers impactful and efficient programs and services through focused on business, community, and workforce development.