OFFICE ASSOCIATE, OPT 2 (TEAM CLERICAL)

Job Responsibilities

The Illinois Department of Children and Family Services is seeking an organized, professional, and energetic individual to serve as Team Clerical. Under direction, this position will perform complex, specialized clerical services for a team or teams of supervisors and professional child welfare or child protection staff; prepares and keyboards a variety of complex materials; exercises independent judgment and a command of legal, medical, and social terminology to review documents and proof appropriate use of terms and accuracy of information; answers phone calls and greets visitors; establishes and maintains case files; performs timekeeping functions; maintains inventory and orders supplies.

1. Performs complex, specialized clerical services for a team(s) of supervisors and professional child welfare and/or child protection staff; prepares and keyboards a variety of complex materials, including, but not limited to highly technical reports, statistical data, Department forms, and correspondence; prepares unusual incident reports; designs new formats or revises formats; composes and keyboards varied correspondence and responds to inquiries requiring knowledge of agency rules and procedures, such as billing procedures, payment requirements, and confidentiality and case access rules; checks for accuracy of keyboarding, spelling, grammar, and punctuation; exercises independent judgment and a command of legal, medical, and social terminology to review documents such as social histories, court reports, and correspondence to proof appropriate use of terms and accuracy of information.

2. Answers incoming phone calls and greets visitors; screens visitors/callers to determine nature of request; interviews caller to gather needed information to assess situation; refers caller to appropriate source such as intake worker, another public agency, or a community interest group; interprets to the public agency services and procedures; schedules and cancels appointments for staff; receives incoming mail and distributes to appropriate staff, which requires accessing tickler files (manual or automated) to determine appropriate distribution; prepares outgoing correspondence for mailing.

3. Establishes and maintains case files; reviews incoming documents to ascertain proper section for placement in the case files; reviews turnaround documents (CANTS/CYCIS) for accuracy; maintains calendar of court dates; establishes and maintains tickler files (computerized or manual) to monitor case status, indicating timeframes; maintains itineraries of assigned staff; enters MARS/CYCIS information in terminal, such as activity, travel, and case reviews, retrieving, adding, changing, and deleting information; operates a copy machine to make copies.

(Job Responsibilities continued)

4. Completes and keyboards travel vouchers from handwritten materials, calculates and reviews to ensure accuracy, and returns to workers for review and signature; maintains file copy of unit vouchers and forwards for payment processing; computes mileage and allowable per diem expenses; performs timekeeping functions as requested.

5. Provides clerical office support as a secretary to the team supervisors and professional staff; makes travel and meeting arrangements for team members; follows oral and written instruction, gaining experience and knowledge in applying evolving automated office equipment and technology to complete tasks.

6. Orients professional and other clerical staff regarding Departmental rules and office procedures; attends and provides input into team meetings; maintains updated Rules and Procedures manuals; supervises children in the office to ensure their safety and provide personal needs; maintains inventory and orders supplies and forms.

7. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Miminum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of high school
• Requires 2 years of office experience
• Requires ability to keyboard accurately at 45 wpm
• Requires working knowledge of legal, social, and medical terminology

Employment Conditions

• Requires ability to pass a background check