OFFICE ASSOCIATE

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform a variety of critical, confidential and specialized clerical duties by providing office support functions in the Office of the Director. Composes confidential documents and reports and completes business transactions for the Chief of Staff and other senior staff by preparing complex confidential administrative, legal and technical documents. Serves as a receptionist for the Director’s Office handling visitors and telephone calls with discretion and judgment.

Benefits Statement

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position) 
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources

These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx.

Essential Functions

• Under direction, performs a variety of critical, confidential and specialized clerical duties by providing specialized office support functions for the Office of the Director.
• Serves as a receptionist for the Director’s office, greets government officials, legislators, representatives of the press and other visitors and directs them to the proper area.
• Processes various expenditure and human resources requests for the Director and other senior staff.
• Files confidential correspondence for the Director’s office.
• Performs other duties as required or assigned which are reasonable within the scope of duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
• Requires the ability to keyboard accurately at 45 wpm.

Preferred Qualifications

• Two (2) years of experience keyboarding letters, memos, directives, policies, directories, informational sheets and reports.
• Two (2) years of experience gathering information for document and report preparation and responds to inquiries.
• Two (2) years of experience handling incoming calls and visitors exercising discretion and judgment in referring sensitive issues.
• Two (2) years of experience communicating effectively (written and orally) with internal and external stakeholders.
• Two (2) years of experience maintaining electronic copies of critical and confidential correspondence.
• Two (2) years of experience tracking status or completion of assignments to ensure such assignments are accurate, thorough, and completed in accordance with deadlines.
• Two (2) years of experience utilizing computer software such as Microsoft Office Suite, Smartsheet, DocuSign, and SharePoint for document creation, entry, review, sharing, tracking, signatures, and approvals.

About the Agency

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.