OFFICE COORDINATOR

Position Overview

The Illinois Department of Insurance is seeking to hire an Office Coordinator in the Communications/Records Unit of the Procurement/Administration Section.  This position provides secretarial and complex, specialized office support functions to supervisor; prepares a variety of complex correspondence, reports and documents; analyzes and evaluates policy form filing documentation to ensure compliance with mandated Department requirements and policies; develops complex database, spreadsheet, and report applications in Microsoft Office applications; provides interpretations of Departmental rules, processes and procedures regarding services available concerning policy form record storage; provides basic telecommunication services. We invite all qualified applicants to apply. 

Essential Functions

• Provides secretarial and complex, specialized office support functions to supervisor.
• Analyzes and evaluates policy form filing documentation to determine appropriate maintenance and storage procedures to ensure compliance with mandated Department requirements and policies.
• Develops complex database, spreadsheet, and report applications in Microsoft Office applications requiring an extensive understanding of the application program.
• Provides interpretations of Departmental rules, processes, and procedures in interactions with insurance company representatives, vendors, technical staff of the Department and the general public regarding services available concerning policy form record storage, retrieval, and viewing.
• Updates procedural manuals upon receipt of revisions.
• 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 two (2) years of secretarial/business college or completion of high school and two (2) years of related office experience or two (2) years of independent experience.
• Requires skill in keyboarding accurately at 30 wpm.

Preferred Qualifications

• Prefers at least two (2) years of experience gaining extensive knowledge of the Record Retention Policy, or daily records management including boxed records assembly, tracking electronic inventory, preparation of disposal certificates, and coordination with records destruction vendors plus micrographics and microfilm digitization.
• Prefers at least two (2) years of experience gaining working knowledge of the logic of computer programs or completion of computer coursework or training with the ability to create and maintain spreadsheets for tracking records inventory.
• Prefers at least two (2) years of experience gaining extensive knowledge of composition, grammar, spelling, and punctuation or completion of a composition course.
• Prefers at least two (2) years of experience gaining extensive knowledge of basic mathematics with ability to calculate boxed records totals for the purpose of retention, transfer, and destruction.
• Prefers at least two (2) year of experience gaining extensive knowledge of office practices, procedures, and programs and ability to review and update procedures.
• Prefers at least two (2) years of experience gaining elementary knowledge of Department programs, rules, and regulations.
• Prefers at least two (2) years of experience following oral and written instructions.
• Prefers at least two (2) years of experience operating commonly used manual and automated office equipment and performing routine maintenance.

Employment Conditions

• Requires the ability to pass a background check.
• This position is considered medium work as defined by the U.S. Department of Labor (20 CFR 404.1567(c)). Medium work involves lifting no more than 50 pounds at a time with frequent lifting or carrying of objects weighing up to 25 pounds.

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

The Department of Insurance (DOI) regulates the insurance market in the State of Illinois including, but not limited to, licensing and educating insurance agents, investigating Workers Compensation fraud, and examining the operations and finances of insurance companies domiciled in the state. We are committed to protecting consumers and regulating the insurance industry with innovation and efficiency. DOI has approximately 220 employees who are split between our Chicago and Springfield offices.

State of Illinois employees enjoy a robust benefit package, including:
    • Health, Life, Vision, and Dental Insurance
    • 13 Paid Holidays annually, 14 on even numbered years
    • 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
    • 12 Paid Sick Days annually (sick days carry over from year to year)
    • 10 Weeks Paid Maternity/Paternity Leave
    • 3 Paid Personal Days annually
    • Pension Plan
    • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
    • Flexible work schedules may be available, dependent upon position
    • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
    
Visit https://www2.illinois.gov/cms/benefits/Pages/default.aspx for more information about our benefits.