Office Assistant - Keyboarding

OFFICE ASSISTANT - KEYBOARDING - IPR# 47490

Agency : Department of Transportation

Closing Date/Time: 07/11/2024

Salary: Anticipated Starting Salary (Effective 7/1/24) $3,657; Full Range $3,657 - $4,695 Monthly

Job Type: Salaried

County: LaSalle

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 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.

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

Agency Mission Statement

The Illinois Department of Transportation is seeking to an Office Assistant.

The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity, and protect our environment. We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.

Our team fosters a culture of inclusivity. We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose. Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.

The department offers extensive training and career advancement opportunities. Employees also receive a robust benefit package including:

• Monday-Friday work schedule

• Flexible work schedules in several program areas (flexible time, hybrid scheduling)

• Health, Life, Vision, and Dental Insurance

• Pension Plan

• (12) Weeks paid Maternity/Paternity Leave

• Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)

• Employees earn (12) paid Sick Days annually

• New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually

• Employees earn (3) paid Personal Days annually

• (13-14) paid holidays annually (based on start date)

• Tuition Reimbursement

• Employee Assistance Program and/or mental health resources

We invite qualified applicants to apply to become part of our team. We are confident that you will take pride in serving Illinois and its residents and visitors.

Job Responsibilities

25%

1.Performs complex keyboarding, filing, record processing and general office support functions including, but not limited to, technical forms, statistical reports, letters, memorandums, legal documents, and other written correspondence.

• Maintains AMP Database for information for district vehicles. Determines information to be entered from vehicle invoices and fuel tickets.

• Reviews printouts and using independent judgement, makes necessary corrections.

• Schedules vehicles for district Motor Pool usage.

• Prepares and administers district preventative maintenance schedules.

20%

2.Performs primary relief receptionist and switchboard operator duties for the district headquarters.

• Receives, screens and responds to in person or telephone requests for information.

• Directs the caller or visitor to other proper district personnel for response.

• Takes messages.

• Using independent judgement, responds to routine telephone inquiries providing information regarding the program, from contractors, the general public and other government entities.

20%

3.Processes and/or assists in the receipt and distribution of incoming district mail.

• Processes outgoing mail and maintains the mailroom equipment.

• Assists the storekeeper with ordering, receiving and issuing office supplies and equipment.

• Maintains unit and section inventory.

• Assists with the processing of daily incidental bills/invoices and enters them into record database.

Job Responsibilities Continued

15%

4.Gathers information necessary to research data requested by unit staff.

• Formats and keyboards a variety of letters and memos for the Business Services Section staff in response to inquiries using knowledge of actions to compose responses.

• Proofreads for clarity, grammar, spelling and accuracy.

15%

5.Maintains complex filing system of formal contracts and operation accounts for all departmental vendors.

• Files contracts, invoices and vouchers in a timely and accurate manner.

• Develops methods through an understanding of agency rules and procedures to improve operational efficiency thereby improving processing and control of these records.

5%

6.Performs other duties as required or assigned, which are reasonably within the scope of those enumerated above.

Minimum Qualifications

1.Requires knowledge, skill and mental development equivalent to completion of high school and one year of related office experience.

2.Ability to keyboard accurately at 35 w.p.m.

Preferred Qualifications

1.Prefer ability to perform duties with a minimum of supervision

2.Prefer working knowledge of office procedures and district operations.

3.Prefer ability to deal with public, outside agencies and staff in courteous and effective manner.

4.Prefer flexibility and good judgement in managing workload.

5.Prefer confidentiality due to highly sensitive issues and information.

Conditions of Employment

1.Successful completion of a background screening.

Work Hours: 8:00 am - 4:30 pm Monday-Friday

Work Location: 700 E Norris Dr, Ottawa, Illinois, 61350

Office: Office of Highways Project Implementation/Region 2/District 3/Administrative Services

Agency Contact: DOT.CONTACTHR@ILLINOIS.GOV

Posting Group: Transportation ; Office & Administrative Support; Public Safety

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.jobs2web.com 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.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: on Illinois.jobs2web.com - click "Application Procedures" in the footer of every page of the website.

Seasonal and temporary workers should use a personal e-mail address when applying for jobs.

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

Nearest Major Market: Ottawa