Office Coordinator

State of Illinois•Chicago, IL

7d•Onsite

About The Position

Under direction, performs paraprofessional and technical secretarial and office support functions for the Local Office Administrator, DHS. Assists in a variety of office management and support functions. Keyboards a variety of forms, form letters, cards and records.

Requirements

Requires knowledge, skill and mental development equivalent to two (2) years of secretarial/business college, or completion of high school and two (2) years of related office experience, or two (2) years of independent business experience.
Requires ability to keyboard accurately at 30 wpm.

Nice To Haves

While not required, a Resume/Curriculum Vitae (CV) is recommended.
5% Salary Differential for Bilingual Positions

Responsibilities

Serves as secretary to the Local Office Administrator.
Performs a variety of administrative staff support functions; coordinates various administrative staff activities with other DHS local offices and other agencies; gathers information from multiple sources and responds to inquiries from clients, vendors, public/private agencies and the general public with information and directions to sources of assistance; explains programs and procedures to clients, Community groups, vendors and the general public; coordinates offices training needs and requests, prepares training schedule of staff.
Maintains files of correspondence, statistical reports, memoranda and medical inquires; xeroxes copies of inquiries received and routes to proper persons; maintains control on responses from inquiries; keyboards returned responses and mails; maintains controls on correspondence being forwarded to Central Office.
Receives and directs visitors for Local Office Administrator or other staff, screens telephone calls for priority, importance and answers questions; makes and cancels appointments for supervisor, maintains supervisor’s schedule, answers inquiries and disposes of routine matters.
Monitors receipt of annual releases/memoranda and updates assistance program manuals.
Follows oral and written instructions, completes technical and complex tasks, accesses automatic office equipment to obtain data and compile reports of pending or outstanding activities.
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)
Federal Public Service Loan Forgiveness Program eligibility
GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
Commuter Savings Program (Chicago only)