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OFFICE ASSISTANT Opt 2 (Field Services) - PIN 0109 - 3001000

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:  Apr 30, 2021
Location: 

Vienna, IL, US, 62995-3122

Job Requisition ID:  448

Agency:  Vienna Correctional Center, Department of Corrections  
Closing Date/Time:  05/13/2021 
Salary:  Anticipated starting salary $3,045.00 per month; CBA applies; $3045 to $4076 a month 
Job Type:  Salaried Full Time 
County:  Johnson 
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 # 448

  

Position Description and Job Responsibilities

Under general supervision of the Clinical Services Supervisor, performs a variety of difficult clerical tasks in support and maintenance of records for offenders scheduled to parole and/or discharge.  Prepares and maintains weekly release lists and monthly discharge lists of offender's granted parole/mandatory supervised release.  Serves as receptionist for Field Services office answers phone, pick up, sorts and distributes mail, takes messages and transfers calls to appropriate party; Records warrants issued and warrant withdrawals for parolees; Provides backup clerical functions to Clinical Services/Field Services.

30%    Keyboards a variety of difficult materials, utilizing word processing software which includes simple memoranda and letters, drop slips, rolodex cards, notifications, labels, release agreements, and enters placement investigation requests and program scheduling in Offender 360 (0360).

25%    Prepares and maintains weekly release lists and monthly discharge lists of offender's granted parole/mandatory supervised release. Ensures they are disseminated to the appropriate Field Service office, Record Office Supervisor, Parole Office and Prisoner Review Board as applicable.

15%    Serves as receptionist for Field Service office answering phone, pick up, sorts and distributes mail, and takes messages and transfers calls to appropriate party.  Prepares and mails release notices to parole agents, State's attorney and Sheriff office for offenders being released from the facility. Maintains log of and disseminates file on violators to other facilities upon request

10%    Photocopies master file materials and distributes them as appropriate. Notes reporting information in offender Masterfile and files release paperwork.

05%    Maintains a tickler file system for active releases and those offenders who have discharged from their sentences.

05%    Records warrant issued and warrant withdrawals for parolees: records relevant information n Masterfile, release ledger book and card file; maintains master file information on all active and violation status parolees.

05%    Provides backup Clerical functions to Clinical Services/Field services responds to inquiries of a non­ technical nature in person or by phone; exercises discretion and judgment in referring sensitive issues to appropriate managers.

05%   Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
 

Minimum Requirements

  • Requires knowledge, skill and mental development equivalent to completion of high school and one 
  • year of related office experience.
  •  Requires working knowledge of alpha numeric sequencing.  
  • Requires working knowledge of office practices, procedures and programs.
  •  Requires working knowledge of grammar, spelling and punctuation.
  •  Requires working knowledge of basic mathematics.  
  • Requires ability to follow oral and/or written instructions.
  •  Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
  •  Requires ability to keyboard accurately at 35 wpm.
     

Employment Conditions

  • Requires the ability to pass the IDOC/IDJJ background check. 
  • On January 1, 2020, the Cannabis Regulation and Tax Act made it legal for residents over the age of 21 to produce, consume and sell cannabis in Illinois. Please note that although the law has changed, the Department will continue to enforce the Department’s zero tolerance Drug Testing policy.
  •  The use of unauthorized drugs, including cannabis, by an employee, regardless of the position held is prohibited. 

 

About the Agency

The Illinois Department of Corrections is a multicultural agency deeply committed to ensuring diversity, equity and inclusion.  This commitment is at the forefront of our operations, hiring, policies and procedures, and training. We recognize the benefit of workplace empowerment, the importance of diversity and fully support an environment where ALL employees are treated fairly, respectfully, and have equal access to opportunities and resources necessary to thrive and contribute to the agency’s success. IDOC genuinely values the differences of individuals in our custody and is committed to ensuring a healthy living environment where they feel valued, respected, and included.

Through our commitment to Diversity, Equity, and Inclusion (DEI), we shall establish and uphold agency policies and practices conducive to eliminating all forms of exclusion including, but not limited to, racism, ageism, ableism, sexism, discrimination based on sexual orientation and gender, and religious oppression.

The IDOC team works to serve justice in Illinois and increase public safety by promoting positive change in offender behavior, operating successful reentry programs, and reducing victimization.

Employees enjoy excellent benefits, including health, vision, and dental insurance; retirement plan and deferred compensation; state holidays and other benefit time off; tuition reimbursement; and pre-tax benefit programs. The department also offers extensive training and career advancement opportunities.

The Illinois Department of Corrections is proud to be an Equal Opportunity Employer.  We invite all qualified applicants to join our team.

Work Hours:  8:00 a.m. - 4:00 p.m.; Monday - Friday, Days Off Saturday/Sunday  
Work Location: Vienna Correctional Center, 6695 State Route 146 E Vienna, IL 62995-3122  
Agency Contact:

Deana Vaughn

Email: Deana.Vaughn@illinois.gov

Phone #:618-658-8371

Job Function:  Clerical and Administrative Support; Public Safety  

This position requires the ability to type 35 words per minute.  If you do not have a qualifying score on file with CMS within the last year, you will need to take a typing test. 

 

CANDIDATES MUST SUBMIT A SEPERATE 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: Deana.Vaughn@illinois.gov

 

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 Requisiton 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 Requistion 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.