OFFICE ASSOCIATE

Agency : Department of Public Health  
Office: Director's Office

Division:  Director's Office

Posting ID: 01-24-0329

Posted: 06/13/2024 - 07/02/2024
Salary:   $3,713-$4889/month  
Job Type: Salaried
County:    Sangamon  
Number of Vacancies: 1  
Plan/BU: CF-14

**************** A RESUME IS REQUIRED FOR THIS JOB POSTING ****************

Please attach a DETAILED Resume/Curriculum Vitae (CV) to the MY DOCUMENTS section of your application. You WILL NOT be considered for the position if you attach a CMS100, CMS100b or any other document that is not a Resume or CV.

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: 

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 $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 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 to perform a variety of critical, confidential and specialized clerical duties by providing office support functions in the Office of the Director. Composes confidential documents and reports and completes business transactions for the Chief of Staff and other senior staff by preparing complex confidential administrative, legal and technical documents. Serves as a receptionist for the Director’s Office handling visitors and telephone calls with discretion and judgment.

Job Responsibilities

1. Under direction, performs a variety of critical, confidential and specialized clerical duties by providing specialized office support functions for the Office of the Director.

• Keyboards confidential and sensitive letters, memos, directives, policies, directories, informational sheets and reports for the Chief of Staff and other senior staff, producing complex, technical documents containing public health/legal terminology.
• Gathers information for document and report preparation and responds to inquiries, exercising judgment in conducting involved searches which may require accessing and selecting multiple information sources.
• Utilizes Smartsheets for document entry, review, tracking, signatures and approvals.
• Maintains calendars for Director’s Office senior staff, making appointments, creating agendas, rescheduling as needed.
• Maintains Director’s Office vehicle pool information and records, as well as parking lot and garage access.
• Serves as IT Coordinator for Director’s Office, ordering computer and telecom equipment for Director’s Office staff and maintaining inventory.
• Orders office supplies, catering and kitchen supplies, promotional items and furniture for Director’s Office staff.

2. Serves as a receptionist for the Director’s office, greets government officials, legislators, representatives of the press and other visitors and directs them to the proper area.

• Handles incoming calls and visitors for the Director’s office exercising discretion and judgment in referring sensitive issues.
• Provides information and assistance to the general public.
• Explains agency operations, rules and regulations in explaining or clarifying rules, processes, procedures or services available.
• Responds to inquiries through written or oral direct communication.
• Proofreads all documents for meaning and content.

Job Responsibilities (cont)

3. Processes various expenditure and human resources requests for the Director and other senior staff.

• Completes and reviews travel requests and vouchers for accuracy and verifies totals.
• Processes and completes Consolidated Request Form (CRF) invoices and purchase requisitions for Director and other senior staff.
• Processes training and badge requests.
• Routes all for approval.

4. Files confidential correspondence for the Director’s office.

• Maintains electronic copies of critical and confidential correspondence.
• Reads, sorts and delivers incoming mail; mails sensitive correspondence requiring special handling.

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

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
2. Requires the ability to keyboard accurately at 45 wpm.

Work Hours: Monday-Friday 8:30am-5:00pm

Work Location:  524 South 2nd Street, Springfield, Illinois, 62701

Agency Contact:   [[recruiterEmail]]

Job Family:   Office & Administrative Support  

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 $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 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.

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: