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Office Associate Opt 2

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:  Jun 3, 2021
Location: 

Springfield, IL, US, 62701-1222

Job Requisition ID:  4012

Agency:  Department of Children and Family Services  
Closing Date/Time:  06/17/2021 
Salary:  $3,092-$4,213 Monthly / Anticipated Starting Salary $3,092 Monthly 
Job Type:  Salaried Full Time 
County:  Sangamon 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

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 #

 

2165013-654291

Job Responsibilities

Under direction, performs complex clerical services for the Advocacy Office; prepares a variety of complex materials, including, but not limited to, highly technical reports, statistical data, Department forms, and correspondence; exercises independent judgment and a command of legal, medical, and social terminology to review documents; answers incoming phone calls and greets visitors; reviews and distributes incoming mail; establishes and maintains case files; reviews incoming documents to ascertain proper section for placement in case files; performs timekeeping functions as requested; maintains inventory and orders supplies and forms.

 

1.  Performs complex clerical services for the Advocacy Office; prepares a variety of complex materials, including, but not limited to, highly technical reports, statistical data, Department forms, and correspondence; designs new formats or revises formats; composes and keyboards varied correspondence and responds to inquiries requiring knowledge of agency rules and procedures, such as billing procedures, payment requirements, and confidentiality and case access rules; checks for accuracy of keyboarding, spelling, grammar, and punctuation; exercises independent judgment and a command of legal, medical, and social terminology to review documents to proof for appropriate use of terms and accuracy of information and to appropriately screen and direct incoming phone calls.

(Job Responsibilities continued)

2.  Answers incoming phone calls and greets visitors; screens visitors/callers to determine nature of request; interviews caller to gather needed information to assess situation; refers caller to appropriate source, such as intake worker, another public agency, or a community interest group; interprets to the public agency services and procedures; schedules and cancels appointments for staff; receives incoming mail and distributes to appropriate staff, which requires accessing tickler files (manual or automated) to determine appropriate distribution; prepares outgoing correspondence for mailing. 

 

3.  Establishes and maintains case files; reviews incoming documents to ascertain proper section for placement in case files; reviews turnaround documents for accuracy; maintains calendar of office events; establishes and maintains tickler files (computerized or manual) to monitor case status, indicating timeframes; operates a copy machine to make requested copies.

 

4.  Provides clerical office support to the Administrator and professional staff; makes travel and meeting arrangements; follows oral and written instructions, gaining experience and knowledge and applying it to future work assignments; utilizes automated office equipment and technology to complete tasks; performs timekeeping functions as requested.

 

5.  Orients professional and other clerical staff regarding Departmental rules and office procedures; attends and provides input into team meetings; maintains updated Rules and Procedures manuals; maintains inventory and orders supplies and forms.

 

6.  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Knowledge, Skills, and Abilities

Requires knowledge, skill, and mental development equivalent to completion of high school and two years of office experience; requires ability to keyboard accurately at 45 wpm; requires a working knowledge of legal, social, and medical terminology.

Work Hours:  8:30 - 5 Mon-Fri  
Work Location: 4 W Old State Capitol Plz Springfield, IL 62701-1222  
Agency Contact:

Kelly Firebaugh

Email: kelly.j.firebaugh@illinois.gov

Phone #:217-577-9234

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: kelly.j.firebaugh@illinois.gov with the Posting/Bid Identification #2165013-654291

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.