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OFFICE SPECIALIST OPT 2 - 3008000

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

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request 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:  May 13, 2022
Location: 

Springfield, IL, US, 62702-4060

Job Requisition ID:  15656

Agency:  Human Rights Commission  
Closing Date/Time:  05/29/2022 
Salary:  $3569-$4947 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC028 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.

 

Posting Identification #15656

  [[id]] 

About the Position

HRC is looking to hire a new Office Specialist. The incumbent will be responsible for performing a variety of complex, specialized paraprofessional duties including, but not limited to: responding to inquiries, applying specialized knowledge of legal operations and legal terms in person and by phone, providing information concerning available services, clarifying legal processes and procedures to clientele, directing incoming clientele to liable staff when unable to assist them and responding to inquires regarding case status. In addition, the qualified candidate will be answering phones, obtaining allegations and alleged facts from callers, entering information into electron case tracking system, researching allegations, and gathering data applicable to allegations for review and assignment by supervisor. We welcome interested applicants who can help lead and manage HRC’s operations inside this exciting and unique environment. If you fit this description, apply today.

About the Agency

The Illinois Human Rights Commission (HRC) provides a neutral forum for resolving complaints of discrimination filed under the Illinois Human Rights Act (Act). Our primary responsibility is to make impartial determinations of, whether there has been unlawful discrimination, as defined by the Act. We strive to provide professional, competent, and considerate service to everyone who seeks information from us or who has a case before the Commission.

Job Responsibilities

1. Performs a variety of complex, specialized paraprofessional duties; responds to inquiries; applies specialized knowledge of legal operations and legal terms in person and by phone, exercising discretion and judgement in referring sensitive issues, complex technical matters, and policy concerns to assigned managers. Provides information concerning available services; clarifies legal processes and procedures to clientele. Directs incoming clientele to liable staff when unable to assist them. Responds to inquiries regarding case status. Assists clients in research in regard to published Human Rights Commission Recommended Orders and Decisions and Final Orders. Acts as a liaison between the clientele and the judge or legal counsels; sets up conference calls and public hearings for the Administrative Law Judges and between vendors and direct service providers that call the agency. Receives and routes Incoming telephone calls to assigned staff; screens calls for urgency, identifying pertinent information and pulls related case file; Answers phones; obtains allegations and alleged facts from caller; enters Information into electronic case tracking system; researches allegations and gathers data applicable to allegations for review and assignment by supervisor.

2. Date stamps mail and filings, hand-delivered, through the US Postal Service or other private overnight delivery companies. Files incoming pleadings into case record files and prepares new case files and folders when complaints are received from Chicago office; enters data into Evans Caseload System and confirms accuracy of all entered data; processes, photocopies and mails new complaints. Prepares subpoenas, dates and affixes Commissioner's signature upon subpoenas and mails to parties who request them, records issuance of subpoenas in subpoena logbook. Prepares closed files for transmittal to the Department of Human Rights or Chicago Commission office.

3. Prepares service of recommended liability determinations, recommended order and decisions. miscellaneous orders, and other documents vital to the processing of cases during the public hearing phase of the Commission. Proofs work involving legal terminology for content and context of information as well as clarity and accuracy.

4. Develops complex (database, spreadsheet & word processing) records and reports requiring an extensive understanding of the agency. Reviews data of the Commission in order to design spreadsheets and/or word processing systems to generate documents and reports; performs back-up procedures to ensure data is maintained in database; confers with and receives advice from technical staff in developing highly complex reports and spreadsheets. Maintains the office public hearing calendar and generates list of upcoming hearings scheduled each month. Updates the Appellate Decisions binders, the Commission Orders and Decisions flies. Updates and maintains Excel Spreadsheets for all cases In Springfield Administrative Law Section. Updates and maintains Excel Spreadsheets for technical staff to log and keep track of personnel and financial reports.

(Job Responsibilities continued)

5. Records in the Transcript receipt log all Incoming transcripts and prepares transcript sign out sheets for parties wishing to check out transcripts. Records all requests for copies of files in the copy log and contacts the appropriate copy service. Keeps accurate records of visitor sign In sheet and phone calls received. Certifies documents signed by others with public notary seal; prepares letters, audits, etc., to obtain additional information or initiate noncompliance activities; maintains the appearance of the library and reception area.

6. Prints and signs payroll documents and picks up and signs for payroll warrants. Serves as back-up timekeeper, entering timekeeping records into the CTAS system. Enters Invoice vouchers Into AIS system for further review and approval by supervisor.

7. Serves as lead worker; assigns, reviews and evaluates the work assignments of staff; discusses problem areas or complex issues with staff and recommends courses of action; provides second party sign-off; confers with employees concerning work performance; provides input to supervisor related to performance evaluations In the area of quantity, quality and timeliness.

8. 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 (2) years of secretarial/business college and one (1) year of office experience, or completion of high school and three (3) years of office experience; or three (3) years of independent business experience.

2. Requires ability to type accurately at 30 wpm.

 

Knowledge, Skills, and Abilities

1. Requires extensive knowledge of office practices and procedures, including a working knowledge of legal terminology, and agency functions.

2. Requires ability to follow directions.

3. Requires extensive knowledge of the logic of computer language/programs, preferably Word, Excel and Outlook, prefers familiarity with the Internet.

4. Requires ability to deal well with the public and maintain good rapport with professionals.

5. Prefers licensure as a notary public.

6. Prefers experience in timekeeping and/or payroll functions.

7. Prefers experience utilizing case management software.

 

Work Hours:  8:30am-5:00pm  
Work Location: 1000 E Converse Ave Springfield, IL 62702-4060  
Agency Contact:

Samantha Judd

Email:samantha.judd@illinois.gov

Phone #:217-785-4395

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

Please submit application via email to: samantha.judd@illinois.gov

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B (version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after) and official college transcripts (where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s) will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.