DCU/Archives Specialist (Office Administrative Specialist)

State of Illinois•Springfield, IL

5d•Onsite

About The Position

The Illinois Department of Public Health is seeking a highly motivated individual to serve as lead worker performing a variety of complex and specialized confidential processes regarding vital records; applies laws, regulations and agency policies necessary to process vital record requests. Coordinates administrative office support tasks and provide paraprofessional assistance in the processing of Rush requests, update services for the Brith paper records, filing services for Delayed Birth filing, and amendment services for Birth, Death and Fetal Death provided by the Document Certification and Archives Units. Acts as liaison for the Department legal team in the interpretation of Vital Records services provided the Document Certification Unit, responding to inquires and explaining procedures. Assists the Unit supervisor with reviewing and updating procedures.

Requirements

Requires knowledge, skill and mental development equivalent to two (2) years of secretarial/business college and two (2) years of office experience, or completion of high school and four (4) years of office experience, or four years of independent business experience.

Nice To Haves

One (1) year experience with Vital Records laws, rules, and processing.
One (1) year experience working with IVRS, or a similar Vital Records system.
One (1) year experience with Microsoft software products.
One (1) year experience reviewing and updating procedures.
One (1) year experience gathering background data.

Responsibilities

As a designated lead worker, coordinates administrative office support tasks and provide paraprofessional assistance in the processing of Rush requests, update services for Birth paper records, filing services for Delayed Birth filing, and amendment services for Birth, Death, and Fetal Death provided by the Document Certification unit and Archives.
Functions as the Vital Records Management System(s) coordinator for the Document Certification Unit and Archives.
As a subject matter expert, assist the unit supervisor with reviewing and updating procedures and training manuals for Amending Birth, Death and Fetal Death Records.
Acts as a liaison for IDPH Legal in the interpretation of Vital Records services provided by the Document Certification Unit, responding to inquiries, and explaining procedures for amending Birth, Death and Fetal Death certificates.
Serves as designated lead worker.
Coordinates with Xerox, and Microfilm vendors to assist with minor repairs of Xerox and Microfilm equipment for Archives.
Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Benefits

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
Optional 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 leaveEmployee Assistance Program and/or mental health resources