• Job Description

  Req#: 37797

  Agency : Department on Aging
  Closing Date/Time: 06/04/2024
  Salary: Anticipated Starting Salary (Effective 7/1/24) $3,734 monthly; Full Range $3,734 - $5,047
  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 37797

  Position Overview

  We are seeking highly qualified individuals to join a dedicated team of professionals that help to meet the needs of a social service agency by securing providers for services, working with grantees, and procuring goods and services to meet Agency needs. If you have a desire to gather valuable experience in the State procurement process, we encourage you to apply!

  Essential Functions

  1. Organizes, coordinates, and updates internal procurement agency listing of current and expired contracts, grants, and agreements including, but not limited to, Adult Protective Services, Ombudsman, Community Care Program, Senior Health Insurance Program, federally funded programs, and demonstration Project Services. Handles internal routings for documents utilizing the method currently in practice at the Department. Maintains filing system of documents including contracts, basic ordering agreements, grants, purchase of care agreements, and interagency agreements. Forwards contracts for obligation and returns fully executed documents to vendors, grantees, and area agency providers. Develops methods to improve the process and control of documents on hand.
  2. Develops reports and documents including technical and numerical data reports involving the establishment of formats or reviewing existing formats on previous or current documents or tracking systems. Organizes, retrieves, and maintains paper and electronic filing systems. Sorts and delivers incoming mail. Schedules appointments and meetings for procurement staff and stakeholders as needed. Coordinates travel and meeting arrangements for procurement staff. Reviews checklists to ensure all necessary documents are present.
  3. Formats and reviews contracts and similar documents, employing judgment in applying governing policies, rules, regulations, and procedures. Makes involved mathematical calculations. Compiles and assembles data. Assists in preparing summary reports determining proper format and modes of address. Proofreads for appropriate punctuation, grammar, spelling, capitalization, and typographical errors. Develops correspondence and responds to inquires requiring knowledge of agency operations, ensures responses are clear and concise.
  4. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

  Minimum Qualifications

  1. Requires knowledge, skill, and mental development equivalent to completion of high school and two years of office experience.
  2. Requires ability to keyboard 45 words per minute.

  Preferred Qualifications

  1. Prefers two years or more of experience utilizing office procedures, routing correspondence, and filing documents.
  2. Prefers two years or more of experience formatting and reviewing documents for accuracy.
  3. Prefers two years or more demonstrating utilizing Microsoft Office, Microsoft SQL, or similar programs.

  Conditions of Employment

  1. Requires ability to pass a criminal background check.

  Work Hours: 8:30am - 5:00pm Monday-Friday
  Work Location: One Natural Resources Way, Springfield, IL 62702-1813
  Agency Contact:

  NIck Gilmore

  Email: aging.hr.assist@illinois.gov

  Phone #:217-900-0013

  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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