OFFICE COORDINATOR Opt. 2- 3002500

Job Overview

The Illinois Environmental Protection Agency (EPA), Bureau of Water (BOW), Water Pollution Control (WPC), Administrative Support Unit is seeking an Office Coordinator, Option 2, to serve as working 401 Program Log-In Coordinator. The ideal candidate for this position will be organized, detailed and possess the ability to adapt to change in a collaborative, fast paced environment. The ideal candidate will also need to be able to communicate effectively verbally, electronically and in writing with both internal and external stakeholders.

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). We invite all qualified candidates to apply.

Job Responsibilities

40%  1.  Performs a variety of technical and complex office support functions for the professional/technical staff of the Bureau of Water (BOW), Administrative Support Unit for the Division of Water Pollution Control (WPC), Bureau of Water:

• Utilizes a personal computer to perform a variety of paraprofessional, technical, and complex office support functions including correspondence preparation, information retrieval, and database entry.
• Conducts database entry, lookup and performs updates for activities related to Clean Water Act (CWA) Section 401 applications, Lake Michigan final determinations, Subtitle D Mine Permits, Agri-Chemical Endorsements, and Tax Certifications for Livestock and Ag-chem facilities.
• Performs screening reviews of submittals related to CWA Section 401 activity.
• Maintains and organizes electronic and printed records.
• Coordinates the transfer and request of records from the Division of Records.
• Prepares and sends written and emailed notifications to appropriate entities.
• Assigns projects to professional staff and coordinates necessary reviews with units external to Permit Section.
• Updates the project's database record for important milestones and for federal permit requirements as information is received according to program methods and procedures.
• Assists professional staff in developing, revising, and implementing program methods and procedures to improve efficiency and streamline workflow.

(Job Responsibilities continued)

20%  2.  Maintains electronic database and other inventories of water quality certification requests to ensure efficient project tracking and program workflow:

• Tracks status of necessary reviews that are external to Permit Section including but not limited to water quality standards unit and environmental justice reviews.
• Processes certification fee payments or sends fee due notices as necessary.
• Mails and/or publishes public notices, review letters, and final certifications when issued.

20%  3. Responds to written, email and telephone inquiries from applicants, consultants, the general public, United States Army Corps of Engineers (USACE) and Agency staff regarding status of applications and certifications:

• Maintains understanding of regulations, federal permitting programs, and/or obtains information from professional staff to respond to inquiries.
• Inspects CWA Section 401 program email accounts daily for applications or inquiries.
• Primary point-of-contact for CWA Section 401 certification applications and inquiries.

(Job Responsibilities continued)

10%  4. Conducts studies on program administration and future program development:

• Assists with the collection of program data.
• Analyzes the sections operational activities in conjunction with current methods and procedures set forth by the Permit Section, Division, and the Agency.

05%  5. Serves as backup to Water Pollution Control Permits Section Applications.

05%  6. Performs other duties as assigned or required which are reasonably within the scope of the duties.

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 skill in keyboarding accurately at 30 words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers enthusiasm for improving existing processes and an inclination for workplace organization.
2. Prefers ability to manage multiple tasks or responsibilities simultaneously with efficiency.
3. Prefers creativity, self-motivation, and the willingness to accomplish tasks with excellence.
4. Prefers ability to follow oral or written instructions.
5. Prefers working knowledge of Microsoft Office software, especially Access, Word, and Excel
6. Prefers extensive knowledge of composition, grammar, spelling and punctuation.
7. Prefers willingness to seek self-improvement and assume increasing levels of responsibility.
8. Prefers ability to communicate with work associates and the public using good listening, verbal and written communication.

Conditions of Employment

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