• Job Description

  Req#: 40214

  Agency : Department of Financial and Professional Regulation

  Division/Section/Unit: Admnistrative Services / Facilities / Facilities
  HR Tracking #: 36410
  Position Title: Office Assistant, Opt. 2
  Closing Date/Time: 08/13/2024
  Salary: Anticipated starting pay $3,658 per month. Full pay range $3,658 - $4,695 per 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 40214

  Position Overview

  Under general supervision, performs a variety of difficult and responsible clerical work in the Springfield office.
  Serves as a receptionist, disseminates information to the public via telephone and/or walk-in inquiries of the
  functions of the Department, receives and greets visitors and telephone inquiries. Provides clerical office
  support, including but not necessarily limited to preparing and typing documents, scheduling of conference
  rooms, creating and maintaining spreadsheets, filing, entering data into database, answering general inquiries,
  processing mail, and maintaining the office. Collaborates with onsite personnel to maintain intra-office security
  program for all visitors entering the Springfield office reception area.

  Essential Functions

  Serves as a receptionist for the Springfield office.
  • Disseminates information to the public via telephone and/or walk-in inquiries of the functions of the Department.
  • Maintains control over the information released.
  • Determines if Department jurisdiction exists and, if not, refers to specific appropriate Department.
  • Refers licensure applicants to the Department’s Call Center.
  • Refers and disseminates enforcement complaints to the Complaint Intake Unit in the Chicago office.
  • Receives, greets and directs visitors and telephone inquiries; i.e., clients and/or their representatives, professional associations, the general public, members of the General Assembly, the Governor's Office, Committee/Board members, members of the press, etc.
  • Responds to non-technical inquiries, as well as refers sensitive controversial issues to the appropriate superior.
  Provides clerical office support, including but not necessarily limited to preparing and typing documents, scheduling of conference rooms, creating and maintaining spreadsheets, filing, entering data into database, answering general inquires, processing mail, and maintaining the office.
  • Utilizes a personal computer to enter, update, and access registrant data/information into the agency’s electronic licensing and enforcement software system.
  • Assists the Administrative Services division in preparing and typing reports, as well as filing and processing of records.
  • Assists with the receiving, sorting, and stamping of incoming money mail and nonmoney mail according to Division needs.
  Collaborates with onsite personnel to maintain intra-office security program for all visitors entering the office reception area, i.e. security registration and visitor identification passes for all visitors, respondents, attorneys, and the general public.
  • Prepares written and/or narrative reports as necessary and/or as requested relative to problem areas and potential problem areas.
  Performs other duties as required or assigned which are reasonable within the scope of the duties enumerated above.

  Minimum Qualifications

  1. Requires knowledge, skill and mental development equivalent to completion of high school.
  2. Requires one year office experience.
  3. Requires skill in typing accurately at 35 wpm.

  Preferred Qualifications

  1. Prefers at least two years working with basic office computer software.
  2. Prefers at least three years’ experience conducting customers service via phone, email, and in person.
  3. Prefers at least four years working in a professional office environment.

  Conditions of Employment

  Requires the ability to pass an Agency conducted background check.

  Agency Statement

  IDFPR is a regulatory licensing and enforcement agency that protects the residents of Illinois, ensures the safety
  and soundness of financial institutions, ensures that competent professionals are licensed to provide services to
  the public, and enhances commerce in the state for the benefit of all its residents.

  Work Hours: Monday - Friday 8:30 am - 5:00 pm
  Work Location: 320 W Washington St, Springfield, Illinois, 62767
  Agency Contact:

  FPR.Emp[loyment@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

• About the company

  The Governor of Illinois is the chief executive of the State of Illinois, and the various agencies and departments over which the officer has jurisdiction, as prescribed in the state constitution.

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