Office Associate Ss

State of Illinois•Chicago, IL

3d•Onsite

About The Position

Under direction of the Public Service Administrator (Intake Program Administrator), performs a variety of complex, specialized clerical information and assistance, keyboarding, record processing, secretarial and general office support functions; completes memos, investigation reports, letters, and department reports; work involves related steps, processes and/or methods requiring application of agency policies and procedures; acts as a relief receptionist.

Requirements

Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
Requires skill in keyboarding accurately at 45 WPM.
Requires the ability to read, write, and speak Spanish at a colloquial skill level.
Requires completion of a background check and self-disclosure of criminal history.
Requires ability to obtain licensure as a notary public.

Nice To Haves

Prefers at least one (1) year experience applying standard office practices and procedures, with basic proficiency in using common office software programs such as Microsoft Word, Excel, Outlook and data entry systems in a professional setting.
Prefers at least one (1) year experience in written composition, demonstrating intermediate proficiency in grammar, spelling, and punctuation for professional or business communication.
Prefers at least one (1) year experience and basic proficiency in providing administrative support, including accurate execution of office tasks and adherence to guidelines established by a private or public organization.
Prefers at least one (1) year experience and basic proficiency in operating standard office equipment, such as copiers, scanners, multi-line phone systems, and document shredders, with the ability to troubleshoot minor technical issues and perform routine maintenance.
Prefers at least one (1) year experience and basic proficiency serving as a receptionist in an office setting, answering multi-line telephones, routing calls to appropriate entities, opening, sorting, and distributing mail, and responding to inquiries in person and/or electronically.
Prefers at least one (1) year experience and basic proficiency organizing and maintaining complex filing systems, including both hard copy and electronic filing systems.

Responsibilities

Performs a variety of complex, specialized clerical information and assistance in keyboarding, record processing, secretarial and general office support functions.
Provides clerical office support to the investigative staff and unit supervisor; keyboards a variety of documents/correspondence, reports or other information; composes and keyboards routine correspondence and responds to inquiries requiring general knowledge of program operations; organizes and maintains filing systems; reads, sorts and delivers incoming mail and schedules appointments.
Acts in a relief capacity at the reception desk for the agency; responds to inquiries of a nontechnical nature in person or by phone, exercising discretion and judgment in referring sensitive issues, complex technical matters and policy concerns to appropriate staff, supervisors, or managers.
Operates common office equipment, such as computer, copier, fax and scanner; duplicates all correspondence for investigators.
Performs other duties as assigned or required, which are reasonably within the scope of the duties enumerated above.

Benefits

A Pension Program
Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
3 Paid Personal Business Days annually
12 Paid Sick Days annually (Sick days carry over from year to year)
10-25 Days of Paid Vacation time annually - (10 days in year one of employment)
Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
13 Paid Holidays annually, 14 on even numbered years
Flexible Work Schedules (when available dependent upon position)
12 Weeks Paid Parental Leave
Deferred Compensation Program - A supplemental retirement plan
Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
5% Salary Differential for Bilingual Positions
Commuter Savings Program (Chicago only)