Office Associate

Agency : Department of Commerce and Economic Opportunity

Position Title: Office Associate, Option 2 (Keyboarding)

Closing Date/Time: 05/13/2024

Salary: Anticipated Starting Salary $3,852 a month; Full Range $3,852 - $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 37470

Position Overview

The Office Associate position at the Department of Commerce and Economic Opportunity provides integral clerical procedures in the establishment and maintenance of grants awarded by the Department. The ideal candidate will have clerical experience and the ability to organize, file, and prioritize work as needed. We welcome interested applicants who can help with the day-to-day operations of this fast-paced environment to apply.

Job Responsibilities

• Provide clerical support to the Financial Management managers and supervisors.

• Serve as communications liaison and paper/electronic filing coordinator for the Financial Management Office.

• Serve as signature authority and task coordinator as well as workflow delegate approver for Financial Management Office Managers.

• Maintain complete and up-to-date electronic and paper files of required reports, correspondence, award notices, activity timesheets, award reporting schedules, manuals, and other reference materials for Financial Management.

• Perform 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 four (4) years of high school.

• Requires two (2) years of office experience.

• Requires ability to type accurately at 45 WPM.

Preferred Qualifications

• Prefer one year of experience managing contractual, grant, or loan obligation documents.

• Prefer one year of experience working in an office or program which administers grant agreements.

• Prefer one year of experience following standard operating procedures.

• Prefer the equivalent to completion of four years college with courses in business administration, accounting, or similar.

• Prefer one year of experience working within an accounting or financial office.

• Prefer one year of experience utilizing electronic accounting software, like SAP (Systems Applications & Products), SAMS (Comptroller's Statewide Accounting Management System), or other.

• Prefer one year of experience reviewing official documents for accuracy and communicating deficiencies.

• Prefer intermediate level of proficiency utilizing spreadsheet software like Excel.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.

• This position is considered heavy work as defined by the U.S. Department of Labor (20 CFR 404. 1567 (d). Heavy work involves lifting no more than 100 pounds at a time with frequent lifting or carrying of objects weighing up to 50 pounds.

• Requires the ability to report to the office on a daily basis.

• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The mission of the Illinois Department of Commerce and Economic Opportunity is to support and maintain a climate that enables a strong economy for our customers - taxpayers, businesses, workers and communities - by keeping, attracting and growing businesses, maintaining a skilled workforce, and enhancing communities so that the climate here is one in which businesses, small and large, and workers, can succeed to the greatest extent possible. The Illinois Department of Commerce delivers impactful and efficient programs and services through focused on business, community, and workforce development.

Work Hours: Monday - Friday 8:30 AM - 5:00 PM

Work Location: 607 E Adams St Springfield, IL 62701-1634

Agency Contact: CEO.HR@illinois.gov (FOR INQUIRIES ONLY - INTERESTED APPLICANTS MUST APPLY ONLINE)

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

Nearest Major Market: Springfield