OFFICE COORDINATOR Opt. 2- 3002500

Job Overview

The Illinois Environmental Protection Agency (EPA), Bureau of Land (BOL), Remedial Project Management Section and Federal Site Remediation Section is seeking to hire an Office Coordinator, Option 2. A passionate and dedicated group, The Remedial Project Management Section oversees the cleanup of hundreds of sites across the state each year through regulations commonly known as the Site Remediation Program (SRP). The Office Coordinator, Option 2 is a supporting role critical to the success of the SRP that interface with the entire team, ensuring internal administrative needs are met. This position performs intermediate level duties relative to financial, procedural, and data management aspects of the SRP. Central to the SRP is the submittal of scientific and technical reports from environmental consultants and the resulting response letters from the Remedial Project Management Section staff. As an Office Coordinator, Option 2 you will be responsible for the processing, data entry, and maintenance of records related to these correspondences as well as recalling and formatting data for reports and special requests from BOL staff.

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

35%  1. Performs paraprofessional and office support functions for the professional and technical staff in the Remedial Project Management Section (RPMS) and Federal Sites Remediation Section (FSRS) in the Bureau of Land (BOL);

• • Performs database management on a variety of complex systems for BOL including the monitoring of State and Federal data.
  • Keyboards data into specialized personal computer data base system.
  • Requires reading of keyboarded and handwritten hard copy containing specialized words, alpha/numeric codes, and acronyms.
  • Enters commands to retrieve data and to submit and edit data.
  • Responsible for timely data entry, completeness, and accuracy of data.
  • Sort and generate reports from data and manipulates data into proper formatting for requested reports in BOL.

35%  2. Maintains automated files utilizing established procedures and coding schemes;

• Review and edit documents containing technical terminology and complex scientific formats, performs computations on data to maintain data consistency.
• Resolve discrepancies and identifies deficiencies for technical staff follow-up.
• Apply procedures and manipulation of stored information to generate reports in BOL.

(Job Responsibilities continued)

15%  3. Provides secretarial assistance professional/technical staff;

• • Opens, sorts, and assures timely delivery of incoming and outgoing RPMS and FSRS mail.
  • Answers and directs incoming telephone calls, as necessary.
  • Utilizes various office equipment for scanning, copying, organizing and general processing of documents, large format prints, and related project material.

05%  4. Maintains a file system of printed documents, and related material for dissemination to the public and private organizations based on verbal and written requests;

• • Provides telephone backup.
  • Contacts Remediation Applicants/Consultants to request required information to complete a Site Remediation Program application.

05%  5. Attend Section staff meetings as established by the Section Manager for the purpose of development and training;

• Cross train and participate in all procedures relating to files, reports, correspondence routing, and other related materials necessary for the efficient and effective Administrative Support in the BOL.

05%  6. Performs other duties as required or assigned, which are reasonably within the scope of 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 ability to keyboard accurately at 30 Words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers extensive knowledge of office practices, procedures and programs.
2. Prefers two (2) years of experience utilizing a personal computer with knowledge of Microsoft Word and Excel software.
3. Prefers extensive knowledge of composition, grammar, spelling and punctuation.
4. Prefers ability to follow oral or written instructions.
5. Prefers two (2) years of experience operating commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment

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