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.