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Program Support Coordinator (Office Coordinator)

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 CMS.DisabilityResCen@illinois.gov 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:  May 21, 2025
Location: 

Springfield, IL, US, 62702

Job Requisition ID:  47359

Job Requisition ID: 47359 
Closing Date: 06/04/2025
​Agency: Department on Aging
Class Title: OFFICE COORDINATOR - 30025 
Skill Option: Keyboarding 
Bilingual Option: None
Salary: Anticipated Starting Salary (Effective 7/1/25): $4110, Full Range: $4110-$5427
Job Type: Salaried
Category: Full Time 
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code: RC014
Merit Comp Code: 

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

 

 

Why Work for Illinois?

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

 

About the Agency

 

The MISSION of the Illinois Department on Aging is to serve and advocate for older Illinoisans and their caregivers by administering quality and culturally appropriate programs that promote partnerships and encourage independence, dignity, and quality of life.

 

As a State of Illinois employee, you will receive a robust benefit package that includes the following:

  • Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
  • Competitive Group Insurance benefits including health, life, dental, and vision plans
  • Pension plan through the State Employees Retirement System
  • Deferred Compensation Program – voluntary supplemental retirement plan
  • Option pre-tax programs – Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
  • 10-25 days of paid vacation time annually (10 days for first year of state employment)
  • 12 paid sick days annually which carryover year to year
  • 3 paid personal business days per calendar year (pro-rated dependent on start date)
  • 13-14 paid holidays per year
  • 12 weeks of paid parental leave
  • Employee Assistance Program and/or mental health resources

 

These are just a few of the many perks available to all State employees. For more information about our benefits, please follow this link. https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Position Overview

Are you the go-to person for keeping schedules on track, organizing meetings, and making sure everything runs smoothly? We’re looking for someone who can effortlessly juggle multiple calendars, sync schedules like a pro, and keep things moving without a hitch. If you know your way around spreadsheets, presentations, and office tools, and can make documents look polished and professional, you’ll fit right in. You’ll also be the mastermind behind setting up and running meetings—virtual or in person—because great coordination makes all the difference. And when it comes to organizing files, whether digital or paper, you build systems that actually work, making it easy to find what’s needed when it’s needed. If you love keeping things efficient, structured, and running smoothly, we’d love to hear from you!

Essential Functions

  • Provides secretarial and complex, specialized office support functions to a unit supervisor and professional staff. 
  • Prepares, sorts, and distributes incoming/outgoing mailing (s) and copies of materials sent by/to Office of Community Care Services (OCCS).
  • Prepares and reviews letters received regarding Aging Programs and other inter-divisional correspondence.
  • Develops and maintains an effective means of tracking materials related to Division activities from internal and external offices.
  • Conducts special projects for the supervisor as directed.
  • Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

 

Minimum Qualifications

  • 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 ability to keyboard accurately at 30 wpm.

Preferred Qualifications

  • Prefers two years of experience maintaining multiple calendars in a shared environment within Microsoft Outlook or similar program.
  • Prefers one year of experience utilizing common office software, specifically building and maintaining spreadsheets, form letters, and presentations.
  • Prefers one year of experience setting up and conducting meetings in a virtual and in person setting.
  • Prefers one year of experience developing, implementing, and maintaining a shared file system of both paper and digital products.

 

Conditions of Employment

  • Requires ability to pass a criminal background check.

***The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Work Hours: 8:30am - 5:00pm Monday-Friday
Work Location: One Natural Resources Way, Springfield, IL 62702-1813
Agency Contact: Nick Gilmore
Email: aging.hr.assist@illinois.gov
Phone #: 217-900-0013
Posting Group: Social Services

 

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

 

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon.  If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

 

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

  • donotreply@SIL-P1.ns2cloud.com
  • systems@SIL-P1.ns2cloud.com


Nearest Major Market: Springfield

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