What are the responsibilities and job description for the OFFICE ASSOCIATE, OPT.2 position at Illinois Department of Public Health (IDPH)?
Date: Jan 9, 2025Location:
Springfield, IL, US, 62702
Job Requisition ID: 44058
Agency: Department of Public Health
Class Title: OFFICE ASSOCIATE - 30015
Skill Option: Keyboarding
Office: Policy, Planning and Statistics
Division: Vital Records
Posting ID: 27-25-0157 / 44058
Posted: 1/9/2025-1/24/2025
Salary: Anticipated Starting Salary $3,852/month; Full Range $3,852 - $5,046/month
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC014
PLEASE NOTE: THIS POSITION DOES NOT OFFER A REMOTE, HYBRID, OR ALTERNATIVE WORK SCHEDULE.
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:
27-25-0157 / 44058
Why Work for Illinois?
Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.
No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
Position Overview
Under direction, performs a variety of complex specialized confidential processes regarding adoption, paternity, legitimation and gender reassignment (PGLA) records; amends birth records and creates sealed files and new birth records due to PGLA in accordance with the Vital Records Act and Code; corresponds with applicants regarding the requirements to make the requested change to the vital record; ensures the tracking, quality and confidentiality of all PGLA files.
Benefits Statement
As a State of Illinois Employee, you will receive a robust benefit package that includes the following:
- Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position) - PLEASE NOTE: THIS POSITION DOES NOT OFFER A REMOTE, HYBRID, OR ALTERNATIVE WORK SCHEDULE.
- Competitive Group Insurance benefits including health, life, dental and vision plans.
- Pension plan through the State Employees Retirement System
- Deferred Compensation Program – voluntary supplemental retirement plan
- Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
- 10-25 days of paid vacation time annually (10 days for first year of state employment)
- 12 paid sick days annually which carryover year to year
- 3 paid personal business days per calendar year (pro-rated dependent on start date)
- 13-14 paid holidays per year
- 12 weeks of paid parental leave
- Employee Assistance Program and/or mental health resources
These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
Essential Functions
- Converses with applicants in person, by telephone or in writing regarding the processes for amending a birth record or creating a new birth record for adoptions.
- Reviews requests to determine if provisions of the Vital Records Act, Code and the Adoption Registry Act have been met.
- Creates and keyboards letters to applicants citing necessary support documentation when it is determined that the applicant's request cannot be completed because of insufficient data.
- Maintains all applicable databases regarding amended or newly created adoption records.
- Amends original birth or creates a sealed file and new birth record in accordance with the Vital Records Act, Code and Adoption Registry Act after review for compliance.
- Files, copies, pulls files, opens mail, mails correspondence and pulls original birth records.
- 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 (2) years of office experience.
- Requires the ability to keyboard accurately at 45 words per minute.
About the Agency
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, 6 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.
Work Hours: Monday-Friday 8:30AM-5:00PM
Work Location: 925 E Ridgely Ave, Springfield, Illinois, 62702
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
Job Type: Full-time
Pay: $3,852.00 - $5,046.00 per month
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $2
