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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

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at or call (217) 524-7514 for further information and to request or discuss 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:  Nov 22, 2022

Springfield, IL, US, 62702-2737

Job Requisition ID:  15899

Agency: Department of Public Health

Office: Policy, Planning & Statistics

Division: Vital Records

Posting ID: 27-22-0312

Posted: 11/23/2022 - 12/8/2022

Salary: $5,833 - $7,084/Monthly

Job Type: Salaried Full Time

County: Sangamon

Number of Vacancies: 1

Plan/BU: Gubernatorial Exclusion 063


Please attach a DETAILED Resume/Curriculum Vitae (CV), a copy of your transcripts or diploma for all degrees earned, and a copy of any applicable professional licensures to the MY DOCUMENTS section of your application. Please note that the Department of Public Health must verify proof of higher education for any degree earned (if applicable) before any offer can be extended. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document in lieu of a Resume or CV.

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety.  With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to serve as both a full supervisor and as the Assistant Chief of the Division. Plans, organizes, executes and evaluates the Vital Records Field Program, and the Document Processing Unit; and the development and implementation of the electronic birth/death registration system.  Speaks and writes Spanish fluently in the performance of duties.

Job Responsibilities

1.  Serves as the Assistant Chief of the Division of Vital Records, responsible for directing the field representative who is in direct contact with local registrars, local public health officials, health service providers, birth clerks and funeral directors and the quality control inspector in charge of researchers’ requests for vital records.


2.  Serves as full-line supervisor:

  • Assigns and reviews work
  • Provides guidance and training to assigned staff
  • Counsels staff regarding work performance
  • Reassigns staff to meet day-to-day operating needs
  • Establishes annual goals and objectives
  • Approves time off
  • Adjusts first level grievances
  • Effectively recommends and imposes discipline up to and including discharge
  • Prepares and signs performance evaluations
  • Determines and recommends staffing needs


3.  Participates in the formulation, recommendation and implementation of the Division’s administrative objectives and procedures. 

  • Participates in studies of legislative needs, proposed legislation, rules and regulations
  • Studies proposed changes to the Vital Records Administrative Code.
  • Make recommendations for revisions to the Division Chief


4.  Directs the Document Processing Unit in charge of receiving, editing coding, processing, inquiring and inputting vital records.

(Job Responsibilities continued)

5.  Answers questions and interprets the Vital Records Act and Code, and other pertinent rules and regulations of the Department as they relate to the Vital Records system to attorneys, legislators, and others representing client- seeking vital records services.

  • Assist in advising professional and administrative officials of local, state and national agencies concerning the vital records system and its relationship to such agencies.


6.  Assist in the design and/or supervision of designing, printing, and distribution of all certificate forms used in the Vital Records system.

  • Assist in writing and/or editing of Vital Records manuals and other instructional materials for the Division including the design, development and translation of Vital Records website.


7.  Speaks and writes Spanish in the performance of assigned duties; confers with clients, customers, and providers in Spanish.


8.  Performs other duties as written or assigned which are reasonably within the scope of those enumerated above.

Minimum Qualifications

  1. Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in business or public administration.
  2. Requires prior experience equivalent to three years of progressively responsible administrative experience in a public or business organization.
  3. Requires the ability to speak and write in Spanish at a colloquial skill level.

Preferred Qualifications

  • Three years experience in or dealing with Vital Records Program.
  • Extensive knowledge of agency programs and service objectives, activities and operational systems.
  • Ability to maintain cooperative working relationships.
  • Excellent written and oral communication skills.
  • One to two years experience with Microsoft Office Software, Outlook Email, Word & Excel Spreadsheet.

Work Hours: Monday - Friday 8:30 to 5:00

Work Location: 925 E Ridgely Ave Springfield, IL 62702-2737

Job Function: Administration/Management


Revolving Door:
Certain provisions of the revolving door restrictions contained in 5 ILCS 430/5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor (“OEIG”) or may be subject to a fine.

Term Appointment:
Candidates hired into a term position shall be appointed for a term of 4 years and are subject to a probationary period. The term may be renewed for successive four-year terms at the Director of the Department of Public Health’s discretion