Office Assistant

Agency : Environmental Protection Agency

Closing Date/Time: 07/02/2024

Salary: Anticipated Starting Salary (Effective 7/1/24) $3,658 monthly; Full Range $3,658 - $4,695 monthly.

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 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.

Posting Identification Number 39063

Office Assistant Opt. 1

• Please upload a copy of your official/unofficial transcripts for all degrees earned, and a copy of any applicable professional licenses you possess to the MY DOCUMENTS section of your application.

Note: The Illinois Environmental Protection Agency must verify and have proof of higher education and coursework (if applicable) for any degree earned before any offer can be extended.

• Answer all questions thoroughly-DO NOT STATE SEE RESUME*

Job Overview

The Illinois Environmental Protection Agency (EPA), Division of Legal Counsel/Deputy Chief Legal Counsel, Records Management Facility ID Management Section is seeking an Office Assistant, Option 1 for the Records Management B Unit. This position performs a variety of difficult and responsible support functions in the retention, maintenance, and reduction of a variety of the paper, digitally imaged and microfilmed documents/records. The ideal candidate for this position will be organized, detailed, and possess the ability to adapt to change in a collaborative, fast paced environment. The ideal candidate will also need to be able to communicate effectively verbally, electronically and in writing with both internal and external stakeholders.

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). We invite all qualified candidates to apply.

Essential Functions

40% 1. Performs a variety of difficult and responsible support functions in the retention, maintenance and reduction of a variety of the paper, digitally imaged and microfilmed documents/records in the Division of Legal Counsel/Deputy Chief Legal Counsel, Records Management Facility ID Management Section for the Records Management B Unit;

• Prepares paper documents and drawings for digital imaging, and microfilm production by acquiring from various databases, and transcribing index information into a computer- based indexing application.

• Generates bar-coded index sheets and incorporates all inserts according to established procedures.

25% 2. Participates in file revisions, new file establishments, file cleanups, record comparisons for routine operations;

• Assists Section staff with retrieval of microfilm, paper files, and imaged documents, drawings, and photographs

• Routinely processes cross references, file identifications, and indexes

• Retrieves/transports/lifts boxes of files (weighing up to 35 lbs.)

Essential Functions

• Continued

20% 3. Performs a variety of screening processes to properly index, categorize, and/or file all Division technically complex paper, microfilm records, engineering plans, correspondence, maps, photographs, and all other documents associated with specific facilities throughout Illinois;

• Incorporate records into a complex filing structure and category system.

10% 4. Operates to produce labels, and input data into a bar code scanner system for file custody tracking;

• Search computer records for information to determine file location. Assists staff with retrieval of imaged documents, microfilm, and paper files

• Retrieves records throughout Agency Bureaus/Divisions

05% 5. Performs other duties as assigned or required which are reasonably within the scope of the duties.

Minimum Qualifications

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

Preferred Qualifications

• Prefers working knowledge of alpha-numeric sequencing.

• Prefers working knowledge of office practices, procedures and programs.

• Prefers working knowledge of grammar, spelling and punctuation.

• Prefers working knowledge of basic mathematics.

• Prefers ability to follow oral and/or written instructions.

• Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.

• Prefers ability to utilize a personal computer with knowledge of Microsoft Word, Access, and Excel software.

Conditions of Employment

• Requires the ability to lift boxes of files weighing up to 35 pounds.

• Requires ability to stand and file paper for extended periods of time.

• Requires the ability to pass a name-based background check.

Work Hours: 8:30 am

• 5:00 pm Monday

• Friday

Work Location: 1021 North Grand Avenue East, Springfield, IL 62702

Agency Contact:

Chris Steinkruger

Email: Christopher.E.Steinkruger@Illinois.gov

Phone #:217-558-1256

Posting Group: Office & Administrative Support

This position [DOES NOT] contain "Specialized Skills" (as that term is used in CBAs).

The IEPA does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent IEPA employment, applicants must be currently authorized to work in the United States on a full-time basis.

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.

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: Springfield