OFFICE COORDINATOR, OPT. 4

Agency : Department of Natural Resources Closing Date/Time: 01/02/2024 Salary: $3,610.
00 - $4,918.
00 per month Job Type: Salaried Full Time County: Sangamon Number of Vacancies: 1 Plan/BU: RC014 This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.
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State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 12-21-33625 Position Overview Under direction, performs paraprofessional or technical secretarial and office support functions.
Job Responsibilities 1.
Under direction of the Section Manager, performs para-professional and technical secretarial functions: • Utilizes a personal computer to provide support to section supervisor and technical staff.
• Receives and logs regulatory review projects upon receipt of project related correspondence to the SHPO.
Follows procedures to move regulatory review project throughout the SHPO.
• Screens incoming work to maintain a smooth, timely and accurate flow of work.
• Generates outgoing regulatory review correspondence with direction from technical staff and Section Manger.
Provides such correspondence to clients and other project partners.
• Accesses information from multiple sources, such as but not limited to SHPO files, internal and external websites, to provide missing information for regulatory review projects.
• Assists clients and the general public regarding SHPO procedures, and state and federal laws and regulations that govern regulatory reviews.
• Gathers information related to regulatory review projects according to unit processes and as directed by supervisor.
Responds to inquiries by clients and other project partners on regulatory review projects.
• Establishes and maintains digital and hard copy filing systems for regulatory review projects.
• Possesses expert knowledge of, and refers regularly to, regulatory review digital and hard copy files.
• Monitors and completes review projects for completion deadlines as set forth by federal and state program requirements and as directed by supervisor.
2.
Operates and maintains complex regulatory review project database via web applications: • Logs and tracks incoming regulatory review projects in web system applications, including items such as but not limited to hard copy and digital correspondence, emails, project review notes and notes from telephone calls.
• Maintains digital files for customer response letter templates.
• Prepares and maintains documentation of database related processes and procedures, updates documentation as necessary.
• Follows and implements new procedures and compliance methods for same according to supervisory direction in response to regulatory review concerns.
(Job Responsibilities continued) 3.
Trains SHPO staff on system applications used within the Division: • Confers with managers to coordinate training participation and gives orientation sessions to new employees, and to existing employees as directed by supervisor.
• Maintains and updates training materials as needed.
4.
Monitors, tracks, processes, and delivers historical recordation packages for mitigation projects.
• Under guidance of the Section Manager, monitors and tracks the development of historical recordation packages.
Coordinates with clients, vendors, SHPO staff to be aware of required project deadlines.
• Processes completed recordations according to unit procedures.
• Sends completed recordations to federal Heritage Documentation Programs and state recordation repository.
5.
Routinely retrieves files from the Old State Capital: • Serves as back up to reception area by answering phone calls.
6.
Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
Minimum Qualifications 1.
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.
Perferred Qualifications 1.
One (1) year of extensive knowledge of office practices, procedures, and programs.
2.
Two (2) years of extensive knowledge of composition, grammar, spelling, and punctuation.
3.
Two (2) years of extensive knowledge of basic mathematics.
4.
Two (2) years of working knowledge of the logic of computer programs.
5.
Two (2) years of experience in the ability to follow oral or written instructions.
6.
Two (2) years of experience in the ability to operate commonly used manual and automated office equipment and perform routine maintenance.
7.
Two (2) years of experience in the ability to communicate clearly and effectively both orally and in writing.
Employment Conditions All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation, to be considered for this position.
The State of Illinois complies with federal and state disability laws and will make reasonable accommodations for applicants and employees with disabilities.
1.
Ability to pass background check.
2.
Valid driver's license 3.
Ability to travel to other locations as needed.
Agency Statement Charged with preserving, protecting and promoting Illinois’ natural and cultural resources, Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites – and everything in between.
Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment.
Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.
The State Historic Preservation Office (SHPO) is charged with administering federal and state preservation programs and laws, including: overseeing the nomination of sites to the National Register of Historic Places; conducting surveys of historic and archaeological resources; reviewing federal and state undertakings (such as road projects) for their impact on cultural resources; working with local governments in developing local historic preservation programs in preparation for designation as Certified Local Governments; administering rehabilitation tax incentives for qualified historic buildings; and providing education, training, and technical assistance to the public in historic preservation matters.
Work Hours: Mon.
- Fri.
8:00am - 4:30pm Work Location: One Natural Resources Way, Springfield, IL 62702 Agency Contact: Vicky Fowler Email: Vicky Fowler@illinois.
gov Phone #:217-875-5387 Job Family: Office & Administrative Support This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
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If you have questions about how to apply, please see the following resources: State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid Non-State employees: on Illinois.
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