Agency:Department of Children and Family Services

Title: Office Coordinator/Admin Secretary - Springfield
Closing Date/Time:11/01/2024
Salary:Anticipated Starting Salary: $3,971/monthly (Step 1b); Full Range $3,971 - $5,243
Job Type:Salaried
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 positionMUSTapply electronically through theillinois.jobs2web.comwebsite. State of Illinois employees should click the link near the top left to apply through theSuccessFactorsemployee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Position Overview

Under direction of the Assistant Deputy General Counsel, performs technical, secretarial, and specialized support functions for professional legal staff; exercises judgment in conducting extensive searches to respond to inquiries, utilizing general knowledge of agency rules, regulations, and operations; organizes, maintains, and controls access to the administrative and confidential files for the Termination of Parental Rights in an accurate and easily retrievable manner; performs advanced word processing functions, such as developing form letters, templates, glossaries, and archives; gathers information for report preparation; uses spreadsheet/database applications to generate reports; answers and screens phone calls.

Job Responsibilities

• Performs technical, secretarial, and specialized support functions for professional legal staff; exercises judgment in conducting extensive searches to respond to inquiries, utilizing general knowledge of agency rules, regulations, and operations; utilizes personal computer to compose, keyboard, and process memoranda, forms, program documents, and letters that include legal and social work terminology; serves as a resource person for other program staff by providing information and guidance relating to existing and revised methods and procedures.
• Organizes, maintains, and controls access to the administrative and confidential files for the Termination of Parental Rights in an accurate and easily retrievable manner; establishes and maintains tickler files (computerized or manual).
• Performs advanced word processing functions, such as developing form letters, templates, glossaries, and archives; gathers information for report preparation; uses spreadsheet/database applications to generate reports; confers with and receives advice from technical/professional data processing staff in developing highly complex automated procedures and program applications.

Job Responsibilities continued

• Answers and screens phone calls for priority, necessity, and importance; interprets agency services and procedures to the public.
• Schedules appointments for legal screening; maintains a master schedule and circulates master schedule to appropriate staff; coordinates Department meetings and reserves meeting rooms; operates office equipment to make copies of materials and transmit documents.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• 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
• Requires the ability to keyboard accurately at 30 wpm

Conditions of Employment

• Requires ability to pass a background check.
• Requires the ability to keyboard accurately at 30 words per minute.
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

DCFS is deeply committed to the welfare and protection of children. Our goal is to protect children by strengthening and supporting families. In every effort, from receiving hotline calls to reaching family reunification or foster care and adoption, children and families are our focus. The Office of Legal Services works in a supportive capacity to ensure Departmental adherence to all applicable laws, statutes, regulations, and court orders.

Work Hours:Monday - Friday 8:30 AM - 5:00 PM
Work Location:4 W Old State Capitol Plz, Springfield, Illinois, 62701-1222
Supervisor:Emily Seifert

Agency Contact:

Michael Bernardy

Email: Michael.Bernardy@illinois.gov (for questions only)

Posting Group:Office & Administrative Support; Legal, Audit & Compliance

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 theIllinois.jobs2web.comhomepage in the blue ribbon.

Non-State employees should log in on the using the "View Profile" link in the top right of theIllinois.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 thecareer portalfor State employees and review theInternal Candidate Application Job Aid

Non-State employees: onIllinois.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