• Job Description

  Req#: 33929

  Agency : Department of Natural Resources
  Closing Date/Time: 01/09/2024
  Salary: $3,610.00 - $4,918.00 per month
  Job Type: Salaried Full Time
  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 12-35-33929

  Position Statement

  Provides complex, specialized office support functions for State Historic Sites Springfield and its satellites

  Job Responsibilities

  1. Provides complex, specialized office support functions for State Historic Sites Springfield and its satellites:

  • Acts as a liaison and maintains records and files for Springfield State Historic Sites, procurement, accounts, gift shops, and concessionaires,
  • Processes activity permits and fees, donations, and invoices per Illinois Department of Natural Resources (IDNR) fiscal regulations
  • Assists Site Superintendent in monitoring and completing inventory, fiscal, incident, vehicle, and audit reports
  • Orally or in writing, explains procedures, rules and regulations, and/or services to contractors, vendors, other government offices, and the public
  • Gathers information and prepares documents, and reports
  • Oversees the site library and blueprint archive
  • Travels between Springfield sites as needed

  2. Assists with preparation of documents related to budget, concession materials, purchasing, Plans of Work, blueprints, historic files, equipment requests, and inventory records:

  • Monitors the budget and prepares periodic budget reports, tracking fixed costs and line-item expenditure breakdowns
  • Advises Site Superintendent of any problems and offers solutions
  • Prepares invoice vouchers in accordance withal fiscal rules and regulations using the Department’s voucher program
  • Maintains financial records for the sites, payments for reimbursements, records, monthly reconciliations, and annual reports
  • Tracks inspections for various equipment
  • Assists the superintendent with preparing and disseminating quarterly newsletter.

  3. Coordinates purchasing needs for the historic sites in collaboration with the Procurement Office:

  • Participates in procurement trainings, updates, and research to understand and implement guidelines.
  • Drafts procurement documents, including purchase requests and purchase orders.
  • Prepares documents for BidBuy processing
  • Enters and tracks procurements in BidBuy
  • Maintains accurate and up-to-date procurement records for the historic sites.

  4. Serves as timekeeper:

  • Maintains timekeeping records
  • Posts time to timesheets
  • Completes variant pay forms for overtime, etc.

  (Job Responsibilities continued)

  5. Develops complex, multi-program databases, spreadsheets, forms, and applications for fast and efficient completion of routine reports:

  • Creates easy to locate storage of records and files pertaining to permits, timekeeping, budgets, inventory, vendor files, training, and all park records
  • Provides guidance to staff regarding various software applications and computer system operations

  6. Types complex correspondence and memos from written and dictated instruction, including safety issues, questionnaires, department information and numerous detailed information requests from visitors and other agencies:

  • Completes personnel forms and may type evaluations
  • Makes independent decisions on the release of confidential information

  7. Signs letters or other documents in the absence of the Site Superintendent:

  • Schedules appointments
  • Answers phone calls and e-mails
  • Makes travel, training, and meeting arrangements
  • Screens and routes mail
  • Maintains filing system for all park correspondence

  8. Performs other duties as required or assigned which are reasonably with the scope of the duties enumerated above.

  Minimum Qualifications

  1. Requires knowledge, skill, and mental development equivalent to two years of secretarial/business college, or completion of high school and two years of related office experience, or two years of independent business experience.

  2. Requires ability to keyboard accurately at 30 wpm.

  Preferred Qualifications

  1. One (1) year of extensive knowledge of basic mathematics.

  2. One (1) year of working knowledge of the logic of computer programs.

  3. One (1) year of experience following oral or written instructions.

  4. One (1) year of extensive knowledge of composition, grammar, spelling, and punctuation.

  Employment Conditions

  1. Ability to pass background check

  2. Ability to travel

  3. Valid Driver’s license.

  Agency Statement

  Charged with preserving, protecting, and promoting Illinois’ natural resources, the Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites – and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs; flexible/remote work schedules may be available in for certain positions.

  The Office of Land Management (OLM) oversees nearly 400 individual parcels of land and institutes a wide variety of programs and activities advocating outdoor recreation through sustainable use, conservation, and preservation. The Historic Sites Division of the Office of Land Management oversees 57 Historic Sites, Monuments, and Memorials. OLM facilitates activities from small group interpretive programming at Historical Sites, to hiking, hunting, fishing, boating, and camping.

  Work Hours: Monday - Friday 8:30am - 5pm; 1hr lunch
  Work Location: Old State Capitol 1 N Old State Capitol Plz Springfield, IL 62701-1323
  Agency Contact:

  Vicky Fowler
  Email: Vicky.Fowler@illinois.gov
  Phone: 217-785-5387

  Job Family: 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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