Office Coordinator

Office Coordinator

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome.

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application. Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center ability

ResCen or call  for further information and to request or discuss an accommodation.

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant's wage or salary history. Employment decisions are not made based on an applicant's wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Position Overview:

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. Essential Functions 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…