What are the responsibilities and job description for the Office Associate, Option 2 position at State of Illinois?
Agency : Emergency Management Agency
Posting #: 31504
Start Date/Time: 11/06/2023
Closing Date/Time: 11/20/2023
Salary: $3,502 - $4,734 monthly
Job Type: Salaried Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC014
Position Statement: The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is seeking an Office Associate which will perform complex typing and data entry work involving the operation of word processing software and program databases; operate various types of standard office machines and performs a variety of routine clerical activities including answering the phone and directing callers to appropriate staff members. Our employees work in an ever-changing environment that presents new challenges with rewarding results. If you are interested in joining our team of compassionate and integrity driven workforce, we invite you to apply for the Office Associate position with IEMA-OHS!
Agency Statement: Are you ready to make a difference in the lives of others? The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is a team of emergency management professionals who support local communities by providing experience, perspective, and resources to help residents prepare for, mitigate, respond to, and recover from threats, hazards, disasters, radiation exposures, or emergencies. IEMA-OHS is the lead agency for disasters and emergencies statewide and plays a key role in protecting the health, life, and safety of all Illinoisans.
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.
Current State Employees: If you are seeking a TRANSFER, please remember to upload a State of Illinois Department of Central Management Services American Federation of State, County, and Municipal Employees (AFSCME) - Employee Transfer Request form.
**** Resume Preferred but Not Required ****
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.
Posting Identification Number 31504
Job Responsibilities
- Generates complex, specialized clerical information such as letters, memorandums, charts, etc. for the Electronic Products Division staff when an understanding of specialized scientific terminology is required to ensure clarity and accuracy.
- Types and enters inspection data into specific database used to generate inspection compliance correspondence.
- Proofreads and edits typed/generated material, checking for grammar, punctuation, spelling, format, correct recipient and date.
- Finalizes after originator’s review.
- Distributes/sends compliance related correspondence to intended recipients.
- Prepares and maintains records and reports such as facility inspection reports, time, attendance, and training records.
- Files technical documents, including inspection forms, contract forms and procurement requests.
- Maintains files in retrievable condition utilizing an established retention frequency and software program.
- Retrieves records requested from registrants and processes as requested.
- Answers incoming calls, directs caller to appropriate staff, and takes messages.
- Makes travel arrangements for Division staff when needed.
- Receives, sorts, opens, date-stamps, and distributes incoming mail and prepares outgoing mail for the Division.
- Delivers priority items to other offices when required.
5. Operates a variety of standard office machines such as typewriters, copy machines, postage machine, and computers in the preparation of compliance letters, invoice vouchers, travel vouchers, office purchase orders, personnel forms, test reports, etc.
- Responds to call-back during emergency conditions at nuclear facilities.
- Participates in monthly training sessions in preparation for all types of radiological/nuclear accidents.
7. Performs other duties as required or assigned that are reasonably within the scope of duties enumerated above.
Minimum Qualifications
1. Knowledge, skill and mental development equivalent to completion of high school.
2. Two (2) years of office experience
3. Ability to type accurately at 45 wpm
Preferred Qualifications
1. Two (2) years of experience performing secretarial duties with extensive knowledge of composition, grammar, spelling and punctuation.
2. One (1) year of experience communicating effectively with program staff, registrants, technologists, and members of the general public.
3. Two (2) years of experience utilizing office practices, procedures, and programs.
4. Two (2) years of experience utilizing Microsoft Suite applications including Word, Excel, and PowerPoint.
5. One (1) year of experience operating commonly used manual and automated office equipment and perform routine maintenance.
Conditions of Employment
1. A criminal history check through the Illinois State Police.
2. Ability to use state-issued equipment such as cell phone, laptop, etc.
3. Requires ability to travel in the performance of duties, with overnight stays as appropriate.
Work Hours: 8:00a - 4:30p Monday - Friday
Work Location: 1035 Outer Park Dr Springfield, IL 62704-4462
Agency Contact: EMA.Jobs@illinois.gov
Job Family: Office & Administrative Support
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: Sign in to the career portal for State of Illinois employees – a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.
Non-State Employees: Log on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage 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 portal for State employees and review the Internal Candidate Application Job Aid
Non-State Employees: Log 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
