Office Associate

Agency: Department of Public Health

Title: Office Associate, Opt 2

Office: Health Promotion

Division: Health Assessment & Services

Posting ID: 37-24-0255 / 37412

Posted: 4/26/2024-5/10/2024

Salary: Anticipated Starting Salary (Effective 7/1/24) $3,734 a month; Full Range $3,734 - $5,046 a month

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 37-24-0255 / 37412

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 7 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to perform a variety of complex, specialized clerical functions by serving as support staff to Newborn Hearing Screening Program. Enters information into computerized registries of newborns, produces documents requiring technical medical language, assists in tracking of newborns found to have hearing disorders, prepares and reviews requisitions and vouchers, prepares travel vouchers or expense claims, and receives, sorts, opens and distributes mail, answers program's main phone line.

Job Responsibilities

1.Under direction, serves as a support staff for the Newborn Hearing Screening Program (also known as Early Hearing Detection and Intervention Program (EHDI)), by collecting, summarizing, and keyboarding data submitted to the program for documentation and/or special reports, follow-up, and correspondence to physicians, including complex and specialized documents, charts and statistical reports containing medical terminology and data relative to the program.

• Reads work involving medical terminology and may edit for accuracy, clarity and content.

• Timely enters correspondence into the information system.

2.Educates and audits with birthing facilities to enter information into the computerized registries for newborn hearing screening and assists in the tracking of newborns found to be suspect for clinically significant hearing disorders to ensure repeat testing.

• Communicates about tracking results by phone/ WebEx and in written correspondence to health professionals and medical institutions.

• Educates stakeholders on required Newborn Hearing Screening Program and EHDI practices.

Job Responsibilities (continued)

3.Operates a personal computer to prepare and maintain electronic files of documents, letters and data relative to the Newborn Haring Screening/EHDI program.

• Prepares and reviews requisitions and vouchers, prepares travel vouchers and expense claims.

• Acts as a scribe for meetings as requested.

• Keyboards and processes administrative forms records, or data system access.

• Answers the main phone line for the program and evaluates callers' needs for follow-up. Then, provides appropriate action or refers to other staff for follow-up.

Job Responsibilities (continued)

4.Receives, sorts, opens, reads and distributes mail and other incoming correspondence pertaining to the Newborn Hearing Screening/EHDI program.

• Assembles and mails outgoing correspondence relative to the Newborn Hearing Screening/EHDI Program.

• Assists with preparing material for delivery of education to health care providers, parents and the public.

5.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 and two years of office experience.

• Requires the ability to keyboard accurately at 45 wpm.

Work Hours: Monday

• Friday 8:30am

• 5:00pm

Work Location: 535 W Jefferson St Springfield, IL 62702-5076

Agency Contact: DPH.HRRecruiter@illinois.gov

Posting Group: Office & Administrative Support

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 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