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OFFICE ASSOCIATE - OPT 2

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Oct 13, 2021
Location: 

Springfield, IL, US, 62702-2737

Job Requisition ID:  8094

Agency:  Department of Public Health  

Office: Policy, Planning & Statistics

Division:  Vital Records

Posting ID: 27-22-0082
Posted: 10/13/21-10/26/21
Salary:  $3,239-$4379/monthly 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency email listed below.

 

Posting Identification #

27-22-0082

Agency Marketing Statement

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 $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 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.

Position Overview

Under direction, performs a variety of complex and specialized confidential processes regarding vital records; applies laws, regulations and agency policies necessary to process delayed birth and death records, amends birth and death records, creates new birth records and seals original files; makes independent judgment in making determinations on various important vital records and problems which do not involve deviation from established policies and procedures.

Job Responsibilities

  1. Converses with applicants in person, by telephone or in writing to a variety of inquiries requiring knowledge of the Illinois Vital Records Act and Code necessary to process requests for vital records, make amendments to birth or death records and to create a new or delayed birth record. 
  2. Reviews requests to determine if provisions of the Vital Records Act and Code have been met for eligibility and acceptability or validity of the case from the applicant’s correspondence, any court orders issued and Agency policies; amends or creates a vital record accordingly. 
  3. Responds to inquiries, creates and types letters of a technical nature to applicants citing necessary supportive documentation when it is determined that the applicant’s request cannot be processed or completed because of ineligibility or lack of sufficient data.
  4. Certifies official documents needed to obtain passports, driver’s licenses, obtain social security benefits, probate wills, etc.  Maintains all applicable databases regarding amended or newly created vital records.
  5. Amends original birth and death records or creates a new birth record and seals original in accordance with the Vital Records Act and Code after review for compliance.
  6. Assists with opening, reading, sorting, distributing and mailing of all correspondence received in the Division of Vital Records, filing and pulling of files, pulling and copying of original birth records.
  7. Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Knowledge, Skills, and Abilities

  • Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
  • Requires ability to type accurately at a 45 WPM rate. 

Work Hours:  8:30 - 5 Mon - Fri.  
Work Location: 925 E Ridgely Ave Springfield, IL 62702-2737

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPERATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: DPH.HRApplications@illinois.gov

Include Posting ID #: 27-22-0082 and applicant's name in the subject line when applying.

 

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency email address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency email address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency email address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

** DO NOT CLICK THE APPLY BUTTON**

You MUST send a paper application to the Agency email listed above.