What are the responsibilities and job description for the VENDOR BACKGROUND SYSTEM SPECIALIST position at State of Illinois?
Job Requisition ID: 45983
Closing Date/Time: 04/16/2025
Agency: Department of Central Management Services
Class Title: OFFICE SPECIALIST - 30080
Skill Option: General - Clerical - UMP Certificate
Bilingual Option:
Salary: Anticipated Starting Salary is $4,246 monthly. Full salary range is $4,246 - $5,701 monthly.
Job Type: Salaried
Category: Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028
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.
******A RESUME IS RECOMMENDED*****
Posting Identification Number 45983
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 SUMMARY
The Illinois Department of Central Management Services Bureau of Property Management is seeking to hire an Office Specialist to serve as the Vendor Background Specialist within the Compliance & Accountability Division. Duties include but no limited to maintaining confidentiality of vendor and contractor cleared background checks, reviewing vendor background check paperwork for accuracy, entering information in to the Illinois State Police CHIRP system, and reviewing monthly State Police reports for accuracy. In addition, this position will also perform administrative functions including maintaining necessary paper and electronic records, maintaining record retention schedules, serving as a backup for maintaining inventory for badge supplies, as well as serving as a backup for creating, packaging, and mailing badges for end users. If you are looking for a reward career in State Government in the field of security we invite all qualified candidates to apply!
POSITION ESSENTIAL FUNCTIONS
Under general direction of the Statewide Security Administrator, functions as a Vendor Background System Specialist for the Illinois Department of Central Management Services (CMS) owned and managed facilities.
Coordinates the process of vendor/contractor background check tasks.
Performs administrative support functions for the Security Management Office including, but not limited to retention schedules, correspondence with outside agencies, end user contact information, and serves as a backup for maintaining badging supplies and badge mailings.
Maintains the authorization list of individuals clearing background checks for the ability to provide services to CMS owned and managed facilities.
Provides training on completing background check forms and security portal use guidelines for CMS and other agencies, boards, and commissions statewide.
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 two years of secretarial/business college and one year of office experience, or completion of high school and three years of office experience, or three years of independent business experience. Qualifying state employees, in the employee Upward Mobility Program, may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.
PREFERRED QUALIFICATIONS
- Prefers two (2) years of professional experience working in a security management role or in a security related field.
- Prefers two (2) years of professional experience working with computer systems and software applications such as Microsoft Office Suite products (Word, Excel, Outlook).
- Prefers two (2) years of professional experience recommending changes to policies and procedures and implementing those changes.
- Prefers extensive knowledge of office practices and procedures.
- Prefers working knowledge of programs, rules, and regulations in a public or private organization.
- Prefers extensive knowledge of manual and automated office equipment.
CONDITIONS OF EMPLOYMENT
- Requires completion of a background check and self-disclosure of criminal history.
- Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
- Requires the ability to use agency technology/equipment (i.e., mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines.
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
Central Management Services (CMS) is the operational engine working behind the scenes to enable the State’s more than 60 agencies, universities, boards, and commissions to deliver efficient, reliable service to all Illinois citizens. The Agency’s mission is to support the State by delivering innovative, responsive, and effective services that provide the best value for Illinois State government and the people it serves. Among the services CMS provides are human resources facilitation; benefits programs for employees, retirees, and local governments; property and facilities management; diversity initiatives for public contracting and State employment; joint purchasing support; vehicle oversight and support; surplus property programs; print and electronic communications services; and administrative hearings coordination.
Work Hours: Monday - Friday 8:30am - 4:30pm
Work Location: Springfield - 1920 S 10 1/2 St
Agency Contact: CMS Human Resources
Heather Whetstone
Email: Heather.Whetstone@illinois.gov
Posting Group: Office & Administrative Support
This title is within the Upward Mobility Program. General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Title Descriptions. There are three categories of UMP titles: 1) certificate titles which require passing a written proficiency exam; 2) credential titles which require the possession of a specified college degree and/or licensure; and 3) dual titles for which a certificate may be earned by following either the certificate or credential pathway.
This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).
STATE OF ILLINOIS BENEFITS
As a State of Illinois employee, you receive a comprehensive benefits package including:
- Competitive Group Insurance benefits including health, life, dental and vision plans.
- Flexible work schedules (when available and dependent upon position).
- 10 -25 days of paid vacation time annually (10 days for first year of state employment).
- 12 days of paid sick time annually which carryover year to year.
- 3 paid personal business days per year.
- 13-14 paid holidays per year dependent on election years.
- 12 weeks of paid parental leave.
- 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).
- Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.
For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx
If this opportunity appeals to you, please apply today!
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
Salary : $4,246 - $5,701
