OFFICE ASSOCIATE

Position Overview

Under direction of a Public Service Administrator (Assistant Manager), performs a variety of complex and specialized clerical and typing functions in the Springfield Office; types specialized investigation forms, letters and correspondence from complex Information submitted by the Investigators regarding agency policies and procedures; acts as a receptionist; duplicates and collates specialized material types and mails to appropriate division in the Chicago office; operates standard office equipment; serves as backup to other areas as necessary.

Benefits Statement

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

• A Pension Program

• Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance

• 3 Paid Personal Business Days annually

• 12 Paid Sick Days annually (Sick days carry over from year to year)

• 10-25 Days of Paid Vacation time annually - (10 days in year one of employment)

  • Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)

• 13 Paid Holidays annually, 14 on even numbered years

• Flexible Work Schedules (when available dependent upon position)

• 12 Weeks Paid Parental Leave

• Deferred Compensation Program - A supplemental retirement plan

• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)

• GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans

• 5% Salary Differential for Bilingual Positions

• Commuter Savings Program (Chicago only)

For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Essential Functions

• Types a variety of complex letters specialized reports notices of fact-finding conferences questionnaires memoranda and other material from copy or from handwritten information submitted by investigators regarding agency policies and procedures.
• As a receptionist, receives incoming calls routes to proper person takes appropriate messages answers questions on Human Rights rules and regulations and agency policies and procedures, refers more complex questions to supervisor, receives, opens, logs and distributes incoming mail, and codes in charge processing computer system appropriate files to reflect receipt of pertinent documents in file.
• Assembles and maintains specialized typed reports and correspondence according to pre-determined classification and routes to legal department, enters each file in a computer tracking database.
• Operates common office equipment such as computer, copier, fax and scanner.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.

Preferred Qualifications

• Prefers at least one (1) year experience applying standard office practices and procedures, with basic proficiency in using common office software programs such as Microsoft Word, Excel, Outlook and data entry systems in a professional setting.
• Prefers at least one (1) year experience in written composition, demonstrating intermediate proficiency in grammar, spelling, and punctuation for professional or business communication.
• Prefers at least one (1) year experience and basic proficiency in providing administrative support, including accurate execution of office tasks and adherence to guidelines established by a private or public organization.  
• Prefers at least one (1) year experience and basic proficiency in operating standard office equipment, such as copiers, scanners, multi-line phone systems, and document shredders, with the ability to troubleshoot minor technical issues and perform routine maintenance.
• Prefers at least one (1) year experience and basic proficiency serving as a receptionist in an office setting, answering multi-line telephones, routing calls to appropriate entities, opening, sorting, and distributing mail, and responding to inquiries in person and/or electronically. 
• Prefers at least one (1) year experience and basic proficiency organizing and maintaining complex filing systems, including both hard copy and electronic filing systems.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• Requires ability to obtain licensure as a notary public.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Illinois Department of Human Rights

The Illinois Department of Human Rights (“IDHR”) is a state agency charged with the enforcement of the Illinois Human Rights Act ("Act"). The Act prohibits unlawful discrimination in Illinois with respect to employment, real estate transactions, financial credit, and public accommodations (including education). IDHR protects and guarantees the rights of all Illinoisans to be free from unlawful discrimination by receiving and investigating claims of unlawful discrimination. Moreover, the Act prohibits retaliation against a person who has opposed that which is reasonably and in good faith believed to be unlawful discrimination; prohibits the aiding, abetting, compelling or coercion of a person to commit a violation of the Act; and prohibits the willful interference with the performance of a duty or the exercise of a power by the Department or one of its officers or employees. At the forefront of protecting civil rights, IDHR welcomes all candidates for employment to apply for any position for which they are qualified. Join IDHR in its mission to secure an Illinois free from discrimination.