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OFFICE ASSOCIATE - OPT SS1

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:  Jun 2, 2021
Location: 

Springfield, IL, US, 62702-2737

Job Requisition ID:  3944

Agency:  Department of Public Health  

Office: Policy, Planning & Statistics

Division: Vital Records

Posting ID: 27-20-0216
Posted: 06/02/21-06/15/21
Salary:  $3,092 - $4,213/monthly + 5% Bilingual Pay 
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 listed below.

 

Posting Identification #

27-20-0216

Job Responsibilities

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 records, amends birth and death records, creates new birth records and seals files; makes independent decisions within the scope of the assigned area of responsibility, exercising independent judgment in making determinations on various important vital records and problems which do not involve deviation from established policies and procedures.  Speaks and writes Spanish at a colloquial skill level, to members of the Spanish speaking community.

  1. Converses with Spanish-speaking 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, to make amendments to birth or death records to create a new or delayed birth record.  Explains and clarifies eligibility standards, required documentation and amendment processes to general public, social service agencies, law enforcement agencies, county clerks, registrars, funeral directors, and hospital personnel.  Speaks, writes and interprets Spanish to clients and groups.
  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.  Receipts money requests into the computer system and reconciles money at the end of the day.  All non-acceptable requests are returned. 
  3. Responds to inquiries 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; enters updated records data into the Illinois Vital Records System (IVRS) in compliance with applicable laws.
  5. Amends original birth and death records or creates a new birth record and seals original file in accordance with the Vital Records Act and Code after review for compliance; sends certified copies of amended or new record to the applicant.
  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.

Minimum Qualifications

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

Condition of Employment

Requires the ability to speak and write Spanish at a colloquial skill level.

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 #: 27-20-0216 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 Contact 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 Contact 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 Contact 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 Contact 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 Contact 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 listed above.