Office Coordinator

Location:

Marion, IL, US, 62959

Job Requisition ID: 30793

DCFS is deeply committed to the welfare and protection of children. Our goal is to protect children by strengthening and supporting families. In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus

Agency: Department of Children and Family Services

Closing Date/Time: 11/13/2023
Salary: $3,610 - $4,918 (Anticipated Starting Salary $3,610/mo - Step 1C)
Job Type: Salaried Full Time
County: Williamson
Number of Vacancies: 1
Plan/BU: RC014

PIN: 871635

REQ: 30793

The Illinois Department of Children and Family Services is seeking an organized, professional, and energetic individual to serve as Secretary. Under direction, this position will perform technical, administrative secretarial, and office support functions for the Area Administrator. The position will conduct special projects and studies and provide general office support for staff. This position provides a great opportunity for someone who is detail oriented and interested in playing a supporting role in the Department’s operations. DCFS offers a competitive compensation plan, excellent benefits, and a pension program. The ideal candidate for this position will have excellent organizational skills and strong communication skills. We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois.

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

IT IS HIGHLY RECOMMENDED THAT YOU UPLOAD OFFICIAL COLLEGE TRANSCRIPTS

Job Responsibilities

1. Serves as Secretary to the Area Administrator

• 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 and 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

(Job Responsibilities continued)

5. Receives, sorts, and reads incoming mail for the Area 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 subpoenas 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 the Office of Employee Services to accept and distribute documents and requested information

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

Minimum Qualifications

1. 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
2. Requires the ability to keyboard accurately at 30 wpm

Preferred Qualifications

1. 2 years of experience in an office setting applying knowledge of office practices, procedures, and programs
2. 2 years of experience in an office setting applying knowledge of composition, grammar, spelling, and punctuation
3. 2 years of experience in an office setting applying working knowledge of the logic of computer programs
4. 2 years of experience in an office setting applying the ability to operate commonly used manual and automated office equipment and performing routine maintenance

Employment Conditions

1. Requires ability to pass a background check

Work Hours: Mon - Fri 8:30AM - 5:00PM
Work Location: 2309 W Main St Marion, IL 62959-1187

Supervisor: Holly Mulvany

Agency Contact:

Name: Zack Booher

E-mail: Zackary.Booher@illinois.gov

Job Function: Social Services

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

Job Type: Full-time

Pay: $43,320.00 - $59,016.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $43,320 - $59,016