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OFFICE COORDINATOR, option 2 - 3002500

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 3, 2021
Location: 

Springfield, IL, US, 62701-1915

Job Requisition ID:  3024

Agency:  Department of Human Services  
Closing Date/Time:  06/16/2021 
Salary:  $3188.00-$4376.00/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 contact listed below.

 

Posting Identification # 10-96-3024-28541

 

Position Overview

Under direction, independently performs technical secretarial and office support functions including keyboarding a variety of specialized materials for Emergency Solutions Grant Program (ESG). Prepares letters for signature by the manager; prepares Department of Human Services (DHS) forms, provider and staff training materials, statistical tables, financial tables, and monitor reports. Updates One Net and webpages for the ESG Program. Answer telephones, takes messages, and provides telephone and office coverage. Monitors DHS.ESG email in-box and correspondence folders; coordinates and maintains schedule for ESG Management and staff; coordinates and schedule meetings, training, and travel. receives, sorts, and disseminates mail; develops and maintains system for verifying assignments delegated to or by the (ESG) Manager are completed in a timely manner maintains files for the unit and archiving of files. Assists with contractual process. Keeps track of employee time for the Bureau and enters time into the system. 

Job Responsibilities

25%     1 Performs technical secretarial and office support functions including keyboarding a variety of specialized materials for ESG.  Performs advanced word processing activities and maintains spreadsheets of information including utilizing a personal computer, merging files, developing form letters, correspondence, templates, and other usable forms containing monitoring and contract information.  Performs back-up procedures to ensure data is being maintained.  Prepares letters for signature by the manager.  Updates One Net and webpages for the ESG Program, assists with updating of internal and external manuals, prepares provider and staff training materials, statistical tables, financial tables, and monitor reports.  Aids in areas of planning, contractual compliance, reporting and budgeting through data collected.

 

20%     2. Develops new formats and /or revises previously established formats for creating complex tables, specialized statistical data, graphs and charts for submittal to management staff, Executive staff, community agencies, other state agencies, and the legislature.

 

15%     3. Keyboards and prepares a variety of correspondence, reports and other information from hard copies for submittal to management staff, Executive staff, community agencies, and other state agencies.

 

15%     4. Serves as contact personnel for the unit.

 

10%     5. Serves as receptionist for the unit.

 

10%     6. Establishes and maintains an up-to-date filing system for correspondence and monitoring reports produced within the unit.

 

5%       7. Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

  1. Requires knowledge, skill, and mental development equivalent to two years of secretarial/business college, or completion of high school. and two years of related office experience, or two years of independent business experience.
  2. Requires the ability to keyboard from copy at a minimum net rate of 30 words per minute. 

Knowledge, Skills, and Abilities

 

  • Requires ability to utilize a personal computer.
  • Requires working knowledge of Word, Excel, and Access.

Work Hours:  8:30 am- 5:00 pm- Monday- Friday  
Work Location: Bureau of Basic Support

Emergency Solutions Grant Program (ESG)

823 East Monroe, Springfield, IL 62701 
Agency Contact: 
DHS.HiringUnit@illinois.gov

HR Contact:  Krista.buss@illinois.gov

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. 

DHS Mission Statement - IDHS’ serves families in need all across Illinois. Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: TO APPLY:  SEND BID FORM AND CMS100/B TO DHS.HiringUnit@illinois.gov

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.