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Office Coordinator 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:  4015

Agency:  Department of Children and Family Services  
Closing Date/Time:  06/17/2021 
Salary:  $3,188-$4,376 Monthly / Anticipated Starting Salary $3,188 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 #

2165014-650497

Job Responsibilities

Under direction, performs technical, administrative secretarial and office support functions; gathers, analyzes, and interprets data from various sources; conducts special projects; makes independent decisions requiring knowledge of rules and interpretations of management policies; prepares and keyboards confidential correspondence; prepares and keyboards various forms, charts, team statistics, and questionnaires, exercising judgment in conducting involved searches by accessing various sources of information; receives and assists visitors and callers; receives, sorts and reads incoming mail for the Administrator.

 

1.  Performs technical, administrative secretarial and office support functions, including confidential matters; gathers, analyzes, and interprets data from various sources; conducts special projects and studies utilizing various data; makes independent decisions requiring knowledge of rules and interpretations of management policies concerning various programs; responds to inquiries requiring general knowledge of program operations; takes actions authorized during the supervisor’s absence; uses initiative and judgment to ensure that matters requiring attention are referred to delegated authority or handled in a manner that will minimize the effect of the supervisor’s absence; abstracts information and supporting data in preparation for meetings, work projects, and reports.

 

2.  Prepares and keyboards a variety of confidential correspondence for administration to agency staff, clients, professionals, and community agencies outside the Department for purposes of information and clarification of DCFS rules and procedures; prepares and keyboards various forms, charts, team statistics, and questionnaires, exercising judgment in conducting involved searches by accessing various sources of information; organizes and maintains filing systems, memos, correspondence, budget materials, confidential files, rules and procedures manual, and other office flow procedures.

(Job Responsibilities continued)

3.  Schedules appointments for administrative staff with supervisory staff; receives and assists visitors and telephone callers and, exercising judgment, refers them to appropriate persons as circumstances warrant.

 

4.  Arranges and submits business itineraries; coordinates administrative travel requirements; processes travel vouchers on a monthly basis; calculates and ensures accuracy and submits time sheets for the administrative staff weekly.

 

5.  Receives, sorts, and reads incoming mail for administrator, making notations if needed; attaches appropriate documents to facilitate necessary actions; determines routing and signature required

 

6.  Functions in the absence of other administrator’s secretary; distributes denials and subpoenas to appropriate staff; manages CANTS denials by logging in case information before returning incomplete or miscoded forms to supervisory staff; logs additional information after forms are received back from supervisor; manages subpoena log of court appearances of when workers are to report to court; determines whether subpoenas were received in a timely manner; retrieves data from CANTS/CYCIS computer systems to track workers and perform other office functions.

 

7.  Prepares personnel transaction forms for all staff; keyboards evaluations for merit comp staff; serves as liaison to Office of Employee Services to accept and distribute documents and requested information from personnel office.

 

8.  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 two years of secretarial/business college or completion of high school and two years of related office experience or two years of independent business experience; requires the ability to keyboard accurately at 30 wpm.

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 #:217-557-9234

Job Function:  Clerical and Administrative Support; Social Services  

 

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 posting/bid# 2165014-650497

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.