OFFICE ASSOCIATE OPT 2 (TEAM CLERICAL) - CHARLESTON

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. Agency: Department of Children and Family Services Closing Date/Time: 04/11/2023 Salary: $3,367- $4,552 (Anticipated Starting Salary $3,367/mo) Job Type: Salaried Full Time County: Coles Number of Vacancies: 1 Plan/BU: RC014 PIN: 366103 REQ: 25529 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 SuccessFactors. Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. IT IS HIGHLY RECOMMENDED THAT YOU UPLOAD OFFICIAL COLLEGE TRANSCRIPTS, IF APPLICABLE Position Overview 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 of supervisors and professional child welfare or child protection staff. The position will answer phones, greet visitors, maintain files, and perform general clerical functions. This position provides a great opportunity for someone who is detail oriented and interested in playing a supporting role in the Department’s operations. DCFS offers a competitive compensation plan, excellent benefits, and a pension program. The ideal candidate for this position will have excellent organizational skills and strong communication skills. We invite you to join our innovative team to help make a positive difference in the lives of the children and families of Illinois. Job Responsibilities 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 (Job Responsibilities continued) 2. Answers incoming phone calls and greets visitors. (adsbygoogle = window.adsbygoogle || []).push({}); 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 Job Responsibilities Continued 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 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 Job Responsibilities Continued 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 form 7. 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 completion of high school Requires 2 years of office experience Requires the ability to keyboard accurately at 45 wpm Conditions of Employment Requires ability to pass a background check Work Hours: Mon - Fri 8:30AM - 5:00PM Work Location: 825 18th St Charleston, IL 61920-2940 Supervisor: Melissa Sanborn Agency Contact: Name: Denise Bean-Mathis Mailing Address: 406 E Monroe St., STA#373, Springfield, IL 62701 E-mail: [email protected] Phone: 217-524-0275 / Fax: 217-524-3970 Cell: 217-299-6242 Job Function: Social Services 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 work.Illinois.gov homepage in the blue ribbon. Non-State employees should log in on the using the “View Profile” link in the top right of the work.Illinois.gov 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 HERE Non-State employees: on work.Illinois.gov – click “Application Procedures” in the footer of every page of the website.

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