OFFICE ASSOCIATE

Position Summary

The Illinois Department of Central Management Services (CMS) Bureau of Benefits is looking for an Office Associate to fill a critical support role within the Deferred Compensation Plan. The successful candidate will provide support to retirees of the State of Illinois and their families. The ideal candidate will be organized, analytical, and enjoys working with people. Under direction from the Deferred Compensation Operations Manager and working in unison with managers and support staff of the Division, the Office Associate will help process the documentation for and provide communication of options within the Deferred Compensation Plan. We invite qualified applicants to apply for the position of Office Associate and help the Bureau continue to serve the State of Illinois.

State of Illinois Benefits

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 10 -25 days of paid vacation time annually (10 days for first year of state employment).
• 12 days of paid sick time annually which carryover year to year.
• 3 paid personal business days per year.
• 13-14 paid holidays per year dependent on election years.
• 12 weeks of paid parental leave.
• 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).
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

If this opportunity appeals to you, please apply today!

Position Essential Functions

• Under direction of the Central Management Services (CMS) Deferred Compensation Operations Manager, performs a wide variety of complex, specialized, and general office support functions for the managers and staff in various areas including, but not limited to enrollment, beneficiary election, contribution changes, payroll changes, address changes, Permissive Service Credits, and Special Catch-Up.

• Compiles and prepares documents for scanning, enters information into the database, operates scanning equipment, and makes adjustments to scanner to ensure quality production.

• Performs a preliminary review of incoming deferred compensation forms for accuracy and clarity of instruction, researching eligibility through mainframe, web based, and proprietary applications, verifying acceptance of requests through the form approval process.

• Files and maintains incoming information and correspondence by opening, sorting, date stamping, preparing for scanning, and distributing both incoming mail and electronic submissions.

• 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.
• Requires two (2) years of office experience.
• Requires the ability to keyboard accurately at 45 words per minute (wpm).

Preferred Qualifications

• Prefers two (2) years of professional experience with office practices, procedures, and programs.
• Prefers three (3) years of professional experience with computer programs and applications including, but not limited to Windows, word processing, spreadsheet, database, imaging software, and mainframe software.
• Prefers two (2) years of professional experience with operating office equipment such as a personal computer, copy machine, and multi-line telephone.
• Prefers one (1) year of professional experience with the Deferred Compensation Plan (Plan) rules, regulations, and procedures.
• Prefers one (1) year of professional experience with composing and proofreading correspondence.
• Prefers one (1) year of professional experience exercising initiative and making quick judgments regarding Plan procedures.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
• Requires ability to travel in the performance of duties. Requires a valid driver’s license.
• Requires the ability to use agency technology/equipment (i.e., mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines.
• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
• This position is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. This job may require a good deal of walking or standing or involves sitting most of the time with some pushing and pulling of arm or leg controls.

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

Central Management Services (CMS) is the State of Illinois’ central operational support agency, the team that keeps government running smoothly behind the scenes. We provide the essential services that enable more than 80 agencies, boards, and commissions to serve the people of Illinois effectively. As the backbone of state operations, CMS delivers high‑quality, reliable, and forward‑thinking services that help government programs work efficiently and meet the needs of residents statewide.

Our vision is to be the trusted partner dedicated to the success of the State of Illinois through service, optimization, and inclusion. Our mission is to be the accessible agency that delivers essential, effective, and efficient services to State agencies and the people of Illinois. Our core values are: Trusted, Strategic, Effective, Innovative, Responsive, and Inclusive. Through strategic leadership CMS plays a vital role in strengthening the effectiveness of Illinois State government.

CMS provides a broad portfolio of statewide services through specialized bureaus such as: Administrative Hearings • African Descent-Citizens Reparations Commission • Statewide Benefits • Communication and Information • Diversity and Inclusion • Fleet Administration • Labor Relations • Operational Excellence • Statewide Personnel • Property Management • Strategic Sourcing • Surplus Equipment Control.

CMS also operates internal service bureaus that support our agency’s own effectiveness and efficiency, including,: Internal Audit • Finance and Management • Government Affairs • Human Resources • Legal Services • Strategic Transformation.

Professionals who join CMS become part of a mission‑driven organization committed to continuous improvement and public service excellence. CMS offers the opportunity to contribute to impactful statewide initiatives, collaborate with skilled and talented colleagues, shape strategic improvements across Illinois government, and support the operational foundation that allows state agencies to better serve the residents of Illinois. CMS is a place for people who want their work to matter; where innovation, service, and inclusion are at the heart of everything we do.