OFFICE COORDINATOR Opt. 2 (Keyboarding)

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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524-7514 for further information and to request or discuss 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:  Jul 8, 2024
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  39624

 Agency :  Environmental Protection Agency 
Closing Date/Time: 07/22/2024 
Salary:   Anticipated Starting Salary (Effective 7/1/24) $3,971 monthly; Full Range $3,971 - $5,243 monthly.  
Job Type:   Salaried 
County:   Sangamon  
Number of Vacancies:   2  
Plan/BU: RC014   

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

Posting Identification Number  39624 

Office Coordinator Opt. 2 (Keyboarding)

 

***Please upload a copy of your official/unofficial transcripts for all degrees earned, and a copy of any applicable professional licenses you possess to the MY DOCUMENTS section of your application. ***

Note: The Illinois Environmental Protection Agency must verify and have proof of higher education and coursework (if applicable) for any degree earned before any offer can be extended. 

*Answer all questions thoroughly-DO NOT STATE SEE RESUME*

 

Job Overview

The Illinois Environmental Protection Agency (IEPA) is seeking an Office Coordinator, Option 2 to perform a variety of technical and complex office support functions for the professional/technical staff in the assigned unit/area of the Bureau of Air/Air Pollution Control Compliance Section. We invite all qualified candidates to apply.

 

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life).

Essential Functions

40%  1. Performs a variety of paraprofessional technical and complex office support functions for the professional/technical staff of Bureau of Air (BOA), Air Pollution Control (APC), Compliance;

  • Utilizes a personal computer to keyboard complex charts, statistical reports, email correspondence, meeting notes/minutes, memorandums, technical reports, proofreads documents to ensure clarity and accuracy.
  • Gathers information for report preparation and responds to inquiries.
  • Scans Compliance Section documents, save in appropriate computer files and paper files, distribute through email to required personnel, label for Docuware imaging and send to Records for imaging.
  • Establishes new and manages existing compliance and Enforcement files.
  • Input Compliance and Enforcement tracking information into Compliance Tracking database.
  • Provides proper storage of electronic and hard copy files.
  • Coordinates travel arrangements and prepares expense claims for staff.
  • Accurately prepares travel vouchers and submits for processing.
  • Reviews travel vouchers prepared by staff for accuracy.
  • As requested by the Compliance Section or Compliance Unit Manager, track the completion of assignments given to Compliance Section staff by following-up, as necessary, with staff working on the project and updating the assigning manager of staff progress and completion.
  • Revises, updates and keyboards desk procedure manuals.

 

25%  2. Performs a variety of informational functions and provides a variety of support duties for the Compliance section staff and external parties;

  • Receives, screens and directs incoming telephone calls from general public and Agency staff.
  • Provides authorized general information concerning operations and personnel.
  • Receives citizen complaints and inquires by telephone, or in person refers to the appropriate Agency staff or proper authority ensuring prompt and courteous attention.
  • Answers inquiries of a nontechnical nature in person or by phone, exercising discretion and judgment in referring sensitive issues, complex technical matters and policy concerns to the appropriate managers.
  • Assist in running Smoke School twice yearly, mailing Smoke School notices, receiving and logging registrations, generating certificates, grading papers, and any other related tasks as needed.
  • Manages calendars of technical/professional staff as directed; schedules/cancels appointments and creates.
  • Keyboards, proofreads and maintains travel vouchers, and itineraries.

 

 

10%  3. Operates a variety of office equipment;

  • Sends and/or receive electronic mail.
  • Duplicates or print typed and/or written material, equipment includes personal computer, Xerox copier, telecopier, laser and bubblejet printers, wheel writer typewriter, calculator, and fax machine, changes tapes, cartridges, print wheels, and adds paper.

Essential Functions - Continued

10%  4. Provides a variety of support functions for staff;

  • Receives, opens, sorts and distributes incoming mail.
  • Distributes inter office and outgoing mail.
  • Compiles outgoing mail and prepares UPS parcels for shipping.
  • Maintains UPS files and inputs all shipment totals monthly and sends UPS report to fiscal services.
  • Operates a variety of office equipment and printers.
  • Maintain office supplies and commodities, prepare orders for special requests.
  • Establish and maintain Section Manager's technical and confidential files.
  • Provide back-up assistance to the Agency's main receptionist.

 

10%  5. Functions as a back-up to Bureau staff that provide administrative/clerical support to other sections.

 

05%  6. Performs other duties as required or assigned 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 accurately keyboard 30 words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers extensive knowledge of office practices, procedures and programs.
2. Prefers extensive knowledge of composition, grammar, spelling and punctuation.
3. Prefers extensive knowledge of basic mathematics.
4. Prefers the ability to follow oral or written instructions.
5. Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.
6. Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access and Excel software.

Conditions of Employment

Requires the ability to pass a name-based background check.

Work Hours:  8:30 am - 5:00 pm Monday - Friday  
Work Location: 1021 North Grand Avenue East, Springfield, IL 62702  
Agency Contact: 

Chris Steinkruger

Email: Christopher.E.Steinkruger@Illinois.gov

Phone #:217-558-1256

Posting Group:  Office & Administrative Support  

 

This position [DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).

 

Agency Statement: The mission of the Illinois Environmental Protection Agency (IEPA) is to safeguard environmental quality, consistent with the social and economic needs of the State of Illinois, so as to protect health, welfare, property and the quality of life.  IEPA works to safeguard the states natural resources from pollution to provide a healthy environment for its citizens. By partnering with businesses, local governments and citizens, IEPA is dedicated to continued protection of the air we breathe and our water and land resources.

 

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

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com


Nearest Major Market: Springfield