OFFICE SPECIALIST Opt. 2 (Keyboarding) (UMP)

Job Overview

The Illinois Environmental Protection Agency (IEPA) is seeking to hire an Office Specialist, Option 2 to serve as the Data Coordinator for the Bureau of Land, Leaking Underground Storage Tank Section. The successful candidate will perform complex, specialized para-professional/technical functions and data tracking all phases of the LUST program. 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 Illinois 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.

Essential Functions

30%  1. Serves as the Leaking Underground Storage Tank Section Data Coordinator, performing complex, specialized paraprofessional/technical functions in the administration of the Agency statewide Leaking Underground Storage Tank (LUST) Section for the Bureau of Land, Deputy Bureau Chief, Leaking UST Section, Section Manager’s Office;

• Utilizes a personal computer to manage and maintain complex and specialized LUST program data including its design, implementation of forms, spreadsheets, queries, and reports to satisfy various information requests.
• Inputs, tracks and manages a variety of program data, project investigative and/or remediation status reports.
• Input new incidents with latitude-longitude and identify Justice 40 category of the incident using in-built Geographical Information System (GIS) map.
• Coordinates with project managers to ensure Notice of Release Letters (NRL) are issued to all owners/operators (O/O) of the new incidents.

25%  2. Manages and maintains data for LUST ensuring the documents are entered into the database and available for distribution;

• Coordinates with project managers to update site project information, ensuring data is identified, secured and maintained.
• Receives Pre-74 and heating oil forms, Non-LUST determination forms, recorded No Further Remediation (NFR) letters, NFR inspection reports, extension request and election to proceed as owner forms ensuring the forms are complete, date stamped and recorded.
• Produces mailouts and creates procedural processes for correspondence to owners/operators of LUST sites and their representatives for administrative purposes i.e. voidance of No Further Remediation Letters.
• Tracks data associated with existing NFR Letters, and corresponding inspections at sites with No Further Remediation Letters.

15%  3. Develops and implements program procedures to improve services and provide greater efficiency;

• Works with staff and Management to develop and implement protocols for consistent and timely entry of program data/reporting.
• Serves as liaison to Information Technology staff regarding database and website issues, improvements and updates.
• Evaluates databases and provides feedback/recommendations for revisions and changes, performs updates the system.
• Assists Manager with legislative and Freedom of Information Act (FOIA) requests and inquiries.
• Requests and establishes Land Pollution Control (LPC) numbers for new incidents.

Essential Functions - Continued

15%  4. Responsible for tracking and distribution of all incoming reports;

• Maintains a list of all incoming regulatory required reports including 20-Day Reports, 45-Day Reports, Site Investigation Plans, Site Investigation Completion Reports, Corrective Action Plans and Corrective Action Completion Reports ensuring the information is entered into the database and available for distribution.
• Receives and maintains consultant(s) contact information.
• Distributes contact data and provides information as necessary to section staff.

10%  5. Serves as section special project liaison;

• Provides guidance and assists section staff in special LUST Program.
• BOL administrative function requests including providing backup on mail and letters.
• Attends staff meetings.
• Assesses and revises any procedures for interaction and coordination with LUST professional/technical staff and other BOL staff, identifies, secures and documents those changes.

05%  6. Performs other duties as assigned or required, 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 and one year of office experience, or completion of high school and three years of office experience, or three years of independent business
experience.
Qualifying state employees, in the employee Upward Mobility Program, may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification

2. Requires the ability to keyboard accurately at 30 words per minute.

Preferred Qualifications (In Order of Significance)

1. Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access, Excel and mapping/locating software programs (ArcGIS, Swap and Google Earth) for determining longitude and latitude of locations.
2. Prefers ability to follow oral or written instructions.
3. Prefers extensive knowledge of office practices, procedures and programs.
4. Prefers extensive knowledge of composition, grammar, spelling and punctuation.
5. Prefers working knowledge of the logic of computer programs.
6. Prefers extensive knowledge of arithmetic computations.
7. Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment

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