OFFICE COORDINATOR - SPANISH SPEAKING

State of Illinois•Springfield, IL

1d•Onsite

About The Position

Under direction, performs technical office support functions processing deficient or specialized license applications for all professions assigned to program; assists supervisor in the identification, preparation and filing of documents for the record retention program. Determines and follows up on deficient applications to be corrected. Approves applications once they are completed properly, with required supporting documentation, according to the licensing provisions of each Act administered by the program. Determines application deficiencies and writes correspondence to entities concerning such deficiencies. Responds to inquiries regarding status of applications, examination dates and other related information. Updates files.

Requirements

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.
Requires the ability to keyboard accurately at a rate of 30 WPM.
Requires the ability to speak and write Spanish fluently at a colloquial skill level.
Requires completion of a background check and self-disclosure of criminal history.
Requires ability to utilize the English language in the performance of all duties.

Nice To Haves

Prefers at least four years of experience working in a professional office environment.
Prefers at least two years of experience reviewing documentation and determining eligibility based on predetermined criteria/rules.
Prefers at least two years of experience conducting customer service via phone, email, or in person.

Responsibilities

Receives and evaluates complex licensee applications, supporting documents and/or correspondence for including but not necessarily limited to licensure renewal, licensure reinstatement, duplicate license, corrected license, inactive status, restore to active status, data changes, restoration of licensure and continuing education for all professions.
Utilizes a personal computer to research and analyze computerized licensure applicant data to obtain and/or verify receipt of application, licensure methods and deficiencies for each of the professions regulated to ensure compliance with the various licensure statutes, Rules and Regulations, policies and procedures.
Applies extensive knowledge of the Department’s data base system and coding specifications by inputting data to identify the licensee and to verify compliance with licensure statutes, administrative rules, policies and procedures.
Applies general knowledge of licensure acts, agency operations, and administrative rules by explaining or clarifying licensure requirements, administrative rules, processes, procedures and available services to applicants, licensees, associations, hospitals, state licensing boards and the public.
Independently researches and analyzes records, computer data, microfilm data, microfiche, micro image terminal, and hard copy of application to respond to requests for certification/verification for all professions.
Receives, reviews, and evaluates continuing education credits for those professions requiring continuing education as a renewal/reinstatement requirement.
Receives, reviews, evaluates computer generated maintenance runs for all licensure professions.
Provides back-up for superior, including composing and typing routine correspondence, organizing and maintaining filing systems, greeting visitors, opening and sorting mail, answering the phones, and responding to inquiries.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Benefits

Health, Life, vision, and dental insurance
12 weeks paid maternity/paternity leave
Pension Plan – Vesting at 10 years for Tier II
Full 20-year retirement awards free health insurance during retirement
Deferred compensation and other pre-tax benefits programs
Paid state holidays, 12-14 days annually
3 paid Personal Business Days annually
12 Paid Sick Days annually (Sick days carry over year to year)
10-25 Days of Paid Vacation time annually (10 days in year one of employment)
Personal, sick, and vacation rates modified for 12 hour work schedules (as applicable)
Employee Assistance Program and/or mental health resources