Office Associate-Mailroom

Position Overview

COME JOIN A TRANSFORMATIVE TEAM, with a record of proven, positive impact to the State of Illinois.

The Illinois Office of the Comptroller is seeking applicants for the position of Mailroom Office Associate.

The Comptroller is the chief fiscal control officer for the Illinois government, charged by the Constitution with maintaining the state’s central fiscal accounts and ordering payments into and out of the appropriate funds. The office processes more than 16 million transactions annually and serves as a “fiscal watchdog” to ensure that all state payments meet the requirements of the law. The Comptroller’s office provides meaningful and timely fiscal information to help state policymakers adopt effective policies. The office continually seeks new ways to improve how it serves the public. The Comptroller has updated and streamlined the Comptroller’s website and has led the process of updating the state’s payroll and accounting systems. Comptroller Mendoza is committed to running the Office of Comptroller as a financial watchdog for the interest of Illinois citizens and to installing the most modern and transparent systems to make the state’s financial information available to all. 

Major Function

Under direct supervision, the Office Associate operates and programs computerized mail inserting and mail sorting equipment. The incumbent sorts, delivers, picks up mail, including loading and unloading bulk mail. The Office Associate is responsible for daily mail runs to other state agencies and the US Post Office.

Job Responsibilities

• Operates computerized mail inserting equipment.

  • Makes minor adjustments and repairs on mail inserting equipment.
  • Monitors equipment performance to ensure proper operations. 
  • Ensures proper procedures are maintained when operating equipment. 
  • Provides input concerning operational problems.

• Programs and operates computerized, mail sorting equipment

  • Makes set-up adjustments and minor repairs.
  • Monitors equipment performance to ensure proper operations.
  • Ensures proper procedures are maintained when operating equipment.
  • Provides input concerning operational problems.

• Operates computerized mail processing systems, continuous forms-bursting machines, binds computer produced reports into books, shreds obsolete documents in accordance with established procedures.

  • Monitors equipment performance to ensure proper operations.
  • Ensures proper procedures are maintained when operating equipment.
  • Provides input concerning operational problems.
  • Prepares registered and certified mail for Office of Comptroller.

• Sorts, delivers, picks up mail, including loading and unloading bulk mail.

  • Responsible for daily mail runs to other state agencies and US Post Office, UPS, Federal Express, etc. as may be necessary.

• Provides training and guidance to new Office Associates on operating mail inserting and sorting equipment. Exercises discretion and judgement in referring complex issues to appropriate managers.

• Performs other related duties as required or assigned, which are reasonably within the scope of the duties defined above.

   

Minimum Requirements

• Requires knowledge, skill and mental development equivalent to completion of high school and two (2) years of related office experience in mailrooms, shipping/receiving or warehouse roles. 

• Requires the ability to operate computerized mail processing equipment, including the ability to make minor adjustments and repairs to equipment.

• Requires the ability to lift up to 45 pounds and the ability to operate a manual or electric pallet jack. 

• Requires a valid Illinois driver’s license.

Knowledge, Skills, and Abilities

• Requires extensive knowledge of composition, grammar, spelling and punctuation.
• Requires working knowledge of office practices, procedures and programs.
• Requires working knowledge of basic mathematics.
• Requires elementary knowledge of agency programs, rules and regulations.
• Requires ability to follow oral or written instructions.
• Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
• Requires ability to maintain satisfactory working relationships with other employees and the general public.
• Requires working knowledge of the forms processing equipment and the more complex related procedures.
• Requires ability to operate, adjust, and care for various types of forms processing equipment.
• Requires a basic knowledge of US Postal regulations.
• May require ability to train and instruct employees.
• May require skill to accurately keyboard.
• May require knowledge of machines and materials used for specific jobs.
• May require ability to care for and operate basic and complex types of equipment and accessories.
• May require mechanical aptitude.

* with or without reasonable accommodation.

Benefits

This position is eligible to be a member of the State of Illinois Group Insurance program which includes health, dental, vision, and life insurance coverage options. Additionally, this position will annually accrue 12 paid sick days, a minimum of 12 paid vacation days, 4 paid personal days, and be afforded 14 paid state holidays, prorated based on start date. 

Equal Employment and Commitment to Diversity

The Illinois Office of Comptroller provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender, gender identity or expression, sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. The Illinois Office of Comptroller is committed to the fair and equal employment of individuals with disabilities under the ADA. It is the Illinois Office of Comptroller's policy to provide reasonable accommodation to qualified individuals with disabilities unless the accommodation would impose an undue hardship on the company. The Illinois Office of Comptroller prohibits any harassment of, or discriminatory treatment of, employees or applicants based on a disability or because an employee has requested reasonable accommodation. 

The Illinois Office of Comptroller is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the agency and are valued for their skills, experience, and unique perspectives. This commitment is embodied in agency policy and organizational culture.