Office Associate, Opt 2

*Date: *Oct 10, 2023 *Location:* Springfield, IL, US, 62702 *Job Requisition ID: *30352 *Agency:* Department of Public Health *Office: *Policy, Planning & Statistics *Division: *Vital Records *Posting ID: *27-23-0180 *Posted: *10/11/2023-10/24/2023 *Salary: * $3,367 - $4,552/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.
jobs2web.
com* *website.
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* 27-23-0180 *Agency Marketing Statement* The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety.
With an annual budget of over $600 million in state and federal funds, 7 regional offices, 3 laboratories and over 1,100 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.
*Position Overview* The Illinois Department of Public Health is seeking a highly motivated individual, who under the direction of the Division Chief, performs a variety of complex specialized clerical information and assistance, keyboarding, vital record processing, including VAPs, and general office support.
Responds to inquiries.
Prepares correspondences.
Prepares and distributes reports, processes requests for assistance, performs general secretarial duties for the administrative staff.
*Job Responsibilities* 1.
Responds to, or directs, questions from local custodians of vital records and the general public requiring assistance.
• Performs general secretarial and office support functions for the administrative staff.
• Maintains the general office administrative filing system.
• Schedules appointments, administrative travel itineraries, and meetings.
• Receives and directs incoming calls to appropriate staff.
• Functions as a telephone receptionist for the Division of Vital Records.
2.
Prepares/keyboards correspondence including letters, requests for goods and services, memos, forms and travel vouchers.
• Proofreads for clarity and accuracy of legal, medical, and technical terminology.
• Applies knowledge and understanding of the application of the Vital Records Act and appropriate terminology.
3.
Coordinates the processing of Voluntary Acknowledgement of Paternities (VAP) with HFS staff.
• Acts as the backup for the I-Search flagging system with State Police Leads Program personnel.
4.
Processes and fulfills verification requests for state and federal agencies such as the FBI, the Office of the Inspector General, etc.
without releasing unknown data.
• Responds to inquiries regarding the Vital Records Act.
• Completes special projects for the Division Chief.
5.
Utilizes personal computer for preparation of reports and their distribution to local registration officials, appointments of registrars/deputies.
• Distributes appropriate forms and updates the statewide directories of local officials.
• Uses IVRS to process VAPs and other vital records requests.
6.
Performs other duties as assigned or required which are reasonably within the scope of those enumerated above.
*Minimum Qualifications* Requires knowledge, skill and mental development equivalent to completion of high school.
Requires two years of office experience.
Requires ability to keyboard accurately at 45 words per minute.
*Work Hours:* Monday - Friday 8:30am-5:00pm *Work Location:* 925 E Ridgely Ave Springfield, IL 62702-2737 *Job Family: * Office & Administrative Support *Agency Contact Email:* DPH.
HRApplications@illinois.
gov *Phone #: *217-785-2031 This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
*APPLICATION INSTRUCTIONS:* Use the “Apply” button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in, you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.
jobs2web.
comhomepage in the blue ribbon.
Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.
jobs2web.
comhomepage in the blue ribbon.
If you have never before signed in, you will be prompted to create an account.
If you have questions about how to apply, please see the following resources: State employees: Log in to the career portalfor State employees and review the Internal Candidate Application Job Aid Non-State employees: on Illinois.
jobs2web.
com– click “Application Procedures” in the footer of every page of the website.
The main form of communication will be through email.
Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s).
You may receive emails from the following addresses: donotreply@SIL-P1.
ns2cloud.
com systems@SIL-P1.
ns2cloud.
com Job Type: Full-time Pay: $3,367.
00 - $4,552.
00 per month Benefits: * Dental insurance * Flexible spending account * Health insurance * Life insurance * Retirement plan * Vision insurance Schedule: * Monday to Friday Work Location: In person