OFFICE SPECIALIST Opt. 2 (UMP)

Job Overview

The Illinois Environmental Protection Agency (IEPA) is seeking to hire an Office Specialist, Option 2 to serve in Division of Legal Counsel, Deputy General Counsel, Freedom of Information Act (FOIA) Section. The successful candidate will perform complex, specialized para-professional/technical functions. 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

35%  1. Performs complex, technical specialized paraprofessional duties requiring technical knowledge of Freedom of Information Act (FOIA) processing for the Director/Division of Legal Counsel/Deputy Chief Counsel/Division of Records, Records Management/FOIA Section, FOIA Response Unit;

• Performs system maintenance and follows applicable procedures.
• Follows protocols to ensure security and backup of system.
• Develops procedures and trains section staff in the use of FOIA processing documents, macros, and system-based PC programs with specific program software for the FOIA processing.
• Provides procedures to section staff for use and application of the system. • Works with staff to resolve system and application problems.
• Serves as a resource with Department of Innovation and Technology (DoIT) staff to evaluate and determine proper equipment and software needs.
• Evaluates software compatibilities and need for modifications.
• Works with DoIT personnel to resolve program application problems and confer with program managers to resolve workflow and process problems.
• Assists section manager in the review and development of workflow and provides ongoing consultation and guidance to users and medication of system and procedures.

30%  2. Process all Freedom of Information Act requests;

• Evaluates and determines if FOIA request is in compliance with statute and administrative rules.
• Updates the Agency Freedom of Information Act tracking system with all FOIA requests.
• Prepares correspondence to requesters in response to FOIA requests.
• Forwards all denial letters, including reason(s) and list of documents withheld to the Agency’s central denial file.
• Forwards all necessary records related to the response to the Agency’s central FOIA file.

15%  3. Provides technical input in the development of and types documents to be published on the internet or hard copy such as FOIA rules and regulations and develops documents for computer network system of software based FOIA processing documents;

• Types other sensitive and controversial documents for Section staff.
• Proofs for grammar and punctuation and clarity of document.
• Performs conversion of documents from different software.

Essential Functions - Continued

10%  4. Serves as back-up to the Division of Records Management/FOIA clerical employee;

• Receives, screens and distributes mail.
• Receives FOIA requests submitted via email, hard copy or fax.
• Logs requests into FOIA tracking database.
• Updates FOIA database for FOIA staff.
• Schedules onsite FOIA reviews with members of the public.
• Receives and answers FOIA section telephones.

05%  5. Assists in the development and design of forms, documents, reports, writes standard command language to produce expected reports and documents;

• Reviews various manual clerical related processes for the FOIA Response Unit and provides input and assistance in developing appropriate PC software-based applications to accomplish manual tasks in a more productive and efficient manner.

05%  6. Performs other duties as assigned or required 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 and one year of office experience, or completion of high school and three years of office experience, or three years of independent business experience.

2. Requires skill in keyboarding accurately at 30 words per minute.

3. 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.

Preferred Qualifications (In Order of Significance)

1. Prefers ability to follow oral or written instructions.

2. Prefers extensive knowledge of office practices, procedures, and programs.

3. Prefers extensive knowledge of composition, grammar, spelling and punctuation.

4. Prefers working knowledge of the logic of computer programs.

5. Prefers extensive knowledge of basic mathematics.

6. Prefers ability to operate 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.