Office Support & Security Badge Coordinator (Office Coordinator Option 2)

at Illinois Department of Innovation & Technology in Springfield, Illinois, United States

Job Description

40%  Under direction serves as an Office Support Coordinator performing paraprofessional office support functions in the Employee Onboarding and Benefits Section of the Department of Innovation & Technology (DoIT):

  • Conducts involved searches requiring accessing and selecting data and/or information from multiple informational sources, systems, applications and databases. 
  • Provides information or assistance to agency staff through application of knowledge of section processes, operations, rules and regulations.
  • Explains rules, processes, procedures and services provided by the section.
  • Responds to inquiries through written and direct verbal communication.
  • Establishes and maintains digital filing systems ensuring documentation is readily available for reference, requests and/or distribution. 
  • Prepares and keyboards documents and correspondence.
  • Assists section staff with audit requests from internal and external auditors. 
  • Assists with compiling materials, forms and documents for meetings, presentations and training 


35% Serves as Security Badge Coordinator performing complex, specialized and confidential badging functions for the Department: 

  • Explains security identification badge rules, regulations and policies to staff, contractors and vendors. 
  • Coordinates and implements security identification badge functions and processes.
  • Reviews and analyzes confidential reports from the Velocity System.
  • Identifies discrepancies, issues or security concerns and reports to management to address.
  • Assists the Employee Onboarding Manager and Timekeeping Lead with confidential security identification badge related issues, problems and investigations.
  • Maintains confidentiality and uses discretion in the release of information and records.
  • Responds to inquiries from employees regarding security identification badge related issues.
  • Takes photos for the identification badge process and creates badges for DoIT employees, contractors and vendors.
  • Assigns/removes rights for DoIT facilities and works with other agencies to coordinate access rights for non-DoIT employees needing access to DoIT facilities.
  • Reviews/processes DoIT badge request forms.
  • Responds to badge related audit requests from the Employee Onboarding Manager 

10% Gathers information for report preparation utilizing a variety of software applications, systems and databases:

  • Creates complex statistical reports, charts, spreadsheets and ad hoc reports.
  • Proofs for clarity, punctuation, grammar and accuracy of data/information.
  • Creates and maintains management tools including templates and spreadsheets to track and monitor office processes and procedures.
  • Utilizes Microsoft Office products including, but not limited to Word, Excel, PowerPoint, SharePoint, Outlook and Teams


5% Serves as a mail liaison:

  • Monitors incoming mail weekly in the mail distribution center
  • Delivers mail to appropriate staff and sends outgoing mail through mail center
  • Performs rotating mail duties for all DoIT offices located at 120 West Jeferson


5% Serves as office supply and equipment coordinator:

  • Monitors supply levels, maintains stock and orders office supplies.
  • Places service calls for maintenance and repair of office equipment including but not limited to office copy machines and badging equipment. 
  • Tracks orders and requests and follows up as required


5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Copy Link

Job Posting: 11970841

Posted On: Jun 12, 2024

Updated On: Jun 26, 2024

Please Wait ...