OFFICE COORDINATOR

Position Overview

Under direction, performs technical office support functions processing deficient or specialized license applications for all professions assigned to the program; assists supervisor in the identification, preparation and filing of documents for the record retention program.  Determines and follows up on deficient applications to be corrected.  Approves applications once they are completed properly, with required supporting documentation, according to the licensing provisions of each Act administered by the program. Determines application deficiencies and writes correspondence to entities concerning such deficiencies. Responds to inquiries regarding status of applications, examination dates and other related information. Updates files.

State of Illinois Benefits
•    Health, Life, vision, and dental insurance
•    12 weeks paid maternity/paternity leave
•    Pension Plan – Vesting at 10 years for Tier II
•    Full 20-year retirement awards free health insurance during retirement
•    Deferred compensation and other pre-tax benefits programs
•    Paid state holidays, 12-14 days annually
•    3 paid Personal Business Days annually
•    12 Paid Sick Days annually (Sick days carry over year to year)
•    10-25 Days of Paid Vacation time annually (10 days in year one of employment)
•    Personal, sick, and vacation rates modified for 12 hour work schedules (as applicable) 
•    Employee Assistance Program and/or mental health resources
•    For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
 

Essential Functions

• Independently receives and evaluates complex licensing applications and supporting documents.
• Applies extensive knowledge of the Department’s data base system and coding specification by inputting data to identify the applicant, their educational background, any certifications of licensure in another jurisdiction, work experience, internships, and a variety of other data to verify compliance with a variety of licensure statutes, administrative rules, policies and procedures.
• Prepares and files documents in the record retention program.
• Applies general knowledge of licensure acts, agency operations, and administrative rules by explaining or clarifying licensure requirements, administrative rules, processes, procedures and available services to applicants, licensees, associations, hospitals, state licensing boards and the general public. 
• Provides back-up for superior, including composing and typing routine correspondence, organizing and maintaining filing systems, greeting visitors, opening and sorting mail, answering the phones, and responding to inquiries.
• Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

• 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.
• Requires the ability to keyboard accurately at 30 wpm.

Preferred Qualifications

• Prefers at least four years of experience working in a professional office environment. 
• Prefers at least two years of experience reviewing documentation and determining eligibility based on predetermined criteria/rules.
• Prefers at least two years of experience conducting customer service via phone, email, or in person. 

Conditions of Employment

• Requires the ability to pass an agency conducted background check.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.                                                                               

 

Agency Overview

IDFPR is a regulatory licensing and enforcement agency that protects the residents of Illinois, ensures the safety and soundness of financial institutions, ensures that competent professionals are licensed to provide services to the public, and enhances commerce in the state for the benefit of all its residents.