Location: Springfield, IL
Company: State Of Illinois
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. website. State of Illinois employees should click the link near the top left to apply through the Success Factors employee career portal.
While not required, a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when
specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.
Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered. Posting Identification Number Position Overview The Division of Early Childhood is seeking to hire an office administrator to direct clerical staff in processing incoming mail, outgoing mailings, copying documents, filing, maintaining reports and responses, answering phones, and other general business office tasks. Also, will direct data input staff in the entry
of childcare eligibility forms into the Child Care Management System (CCMS).
This position provides training of new staff on procedures and established policies; enters data and updates CCMS and other legacy systems on all collaboration multi-site cases with client case information from documents including, but not limited to, childcare applications, re-determinations, change of information, cancellations, denials, according to established guidelines and procedures; enters data and maintains reports for monthly updates using Quatro Pro or Microsoft Excel; manages the scheduling, communication, tracking and follow-up for quality reviews; and identifies and routes shared cases for further review or enters denials, case notes, etc.
for shared cases involving a site administered provider. Job Responsibilities Directs data input staff in the entry of childcare eligibility forms into the Child Care Management System (CCMS). Serves as a working supervisor. Provides training of new staff on procedures and established policies. Enters data and updates CCMS on all collaboration multi-site cases with client case information from documents including, but not limited to, childcare applications, re-determinations, change of information, cancellations, and denials, according to established guidelines and procedures.
Enters data and maintains reports for monthly updates using Quatro Pro or Microsoft Excel and Word. Manages the scheduling, communication, tracking and follow-up for quality reviews. Identifies and routes shared cases for further review or enters denials, case notes, etc. for shared cases involving a site-administered provider. 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 two (2) years study at a secretarial/business college and one (1) year office experience.
OR completion of high school and three (3) years Office Assistant experience OR three (3) years independent business experience. Preferred Qualifications Two (2) years of professional supervisory experience assigning work, providing guidance to subordinates, recommending counseling, training staff and approving time off. Three (3) years of professional experience communicating clearly and effectively both orally and in writing with both internal and external officials, providers and/or the public. Three (3) years of professional experience meeting deadlines with strong attention to detail while multi-tasking multiple projects.
Three (3) years of professional experience conducting special projects which include evaluating existing and proposed programs, policies, and procedures for a public or private organization. Three (3) years of professional experience managing registrations and coordinating arrangements for trainings, meetings both in-person and automated communications for a public or private organization. Two (2) years of professional experience utilizing office procedures and programs for a public or private organization.
Conditions of Employment Requires ability to work outside of normal business hours. Requires the ability to lift to 50 lbs. Requires basic proficiency in Microsoft Office Software, such as Share Point, Word and Excel, and project management software programs. The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description. Work Hours: 8:30am - 5:00pm Monday-Friday Data Client Unit Work Location: 100 South Grand Ave E Springfield, IL 62762 Division of Early Childhood Operations Bureau of Administrative Support Agency Contact: Job Family: Office & Administrative Support; Social Services About the Agency: The Illinois Department of Human Services serves families in need across Illinois.
Our mission is providing equitable access to social services, supports, programs and resources to enhance the lives of all who we serve. We are committed to the core values of Human Dignity, Equity, Community, Urgency, Transparency and Kindness. As a State of Illinois Employee, you will receive a robust benefit package that includes the following: A Pension Program Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance 3 Paid Personal Business Days annually 12 Paid Sick Days annually (Sick days carry over from year to year) 10-25 Days of Paid Vacation time annually - (10 days in year one of employment) Personal, Sick, & Vacation rates modified for 12-hour Work Schedules (as applicable) 13 Paid Holidays annually, 14 on even numbered years Flexible Work Schedules (when available dependent upon position) 12 Weeks Paid Parental Leave Deferred Compensation Program - A supplemental retirement plan Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP) Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility 5% Salary Differential for Bilingual Positions Commuter Savings Program (Chicago only) For more information about our benefits please follow this link: www2.
illinois. gov/cms/benefits/Pages/default. aspx 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 Illinois.
homepage in the blue ribbon. Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois. 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: on Illinois. – click “Application Procedures” in the footer of every page of the website.
State employees should include temporary assignments in the application profile. Temporary assignment verification forms can be uploaded to the Additional Documents section. 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: @SIL-P1.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs refer to roles that primarily involve office support tasks such as data entry, phone handling, scheduling, filing, and assisting executives. Those in administrative and clerical positions are the organizational backbone of an office and are responsible for the seamless flow of information. They require strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. These roles often require competency in computer software, customer service, and communication. The work is typically performed in an office environment, providing the foundational support that keeps the daily operations of a business running smoothly.
Administrative/Clerical jobs encompass a broad range of roles integral to the smooth operation of any organization. Employees in these positions perform tasks such as data entry, managing calendars, arranging meetings, handling correspondence, and providing general support to other staff members. Key characteristics of these jobs include strong organizational skills, proficiency in office technologies, and excellent communication abilities. These roles are fundamental in ensuring that the daily administrative duties of the workplace are conducted efficiently, and often serve as a backbone to the managerial and operational teams.
Administrative/Clerical jobs encompass a range of office and administrative support duties. These roles are crucial for ensuring the smooth operation of businesses and organizations. They typically involve tasks such as data entry, file management, answering phones, scheduling appointments, and supporting other staff. Characteristics of these jobs include attention to detail, strong organizational skills, proficiency in office software, and excellent communication abilities. While they vary by industry, administrative/clerical positions form the backbone of efficient office environments, enabling other professionals to focus on their specific roles.
