OFFICE ASSOCIATE

Job Overview

The Illinois Environmental Protection Agency (EPA), Division of Legal (DOL), FOIA/Division of Records, Records Management B Unit is seeking an Office Associate, Option 1. This position files, retrieves, updates and maintains hard copy records, microfilm and automated files consisting of complex specialized 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.

Essential Functions

​​40% 1. Files, retrieves, updates and maintains hard copy records, microfilm and automated files consisting of complex specialized records.

• Edits documents to classify, organize and/or verify records conform to established procedures and coding schemes
• Reorganizes filing systems to ensure ready access
• Maintains indexes and other retrieval aids to provide status of information
• Prepares and produces labels, variable information for files and records
• Maintains complex database files of processed transactions
• Enters data to maintain numerous record tracking databases and retrieval of electronic records.

35% 2. Prepares paper documents and drawings for digital imaging by acquiring and transcribing index information from various databases onto insert sheets and incorporating the inserts into batched information.

• Participates in file revisions, new file establishments, file cleanups, record comparisons for Quality Assurance/Quality Control purposes and assists Division staff with requests for files
• Processes cross references, file identifications and indexes
• Produces labels and inputs data for file tracking
• Searches computer records for information to determine file location.

Essential Functions (continued)

15%  3. Provides information, guidance and direction to Agency staff and the general public in records retention functions;

• Reviews work ensuring established methods and procedures are maintained
• Prepares and maintains complex and specialized records
• Tracks status of documents and requests
• Processes records in a timely fashion
• Assists in the development of methods, procedures and forms to facilitate control of records

05%  4. Performs complex, specialized clerical, secretarial and general office support functions including;

• • Answers and directs call(s) by telephone
  • Faxes, copies and files records
  • Assists Unit Supervisor in the archival of records
  • Moving, stores, tracks and disposes records (weighing up to 35lbs) post approval from the State Records Commission of historical notices and correspondence

05%  5. Performs other duties as required or assigned 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 (In Order of Significance)

1. Prefers extensive knowledge of office practices, procedures and programs
2. Prefers extensive knowledge of composition, grammar, spelling and punctuation
3. Prefers working knowledge of basic mathematics.
4. Prefers elementary knowledge of agency programs, rules and regulations
5. Prefers ability to follow oral or written instructions.
6. Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.
7. Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access and Excel software.

Conditions of Employment

1. Requires ability to lift boxes of files weighing up to 35 lbs.
2. Requires the ability to pass a name-based background check.