Office Coordinator Opt. 2- 3002500

Job Overview

The Illinois Environmental Protection Agency (EPA), Bureau of Land (BOL), Field Operations Section (FOS), Southern Region/Marion Unit is seeking an Office Coordinator, Option 2. This position Provides a variety of paraprofessional technical and complex office support functions for the professional/technical staff of the Marion Regional Office The ideal candidate for this position will be organized, detailed and possess the ability to adapt to change in a collaborative, fast paced environment. The ideal candidate will also need to be able to communicate effectively verbally, electronically and in writing with both internal and external stakeholders.

The benefits of working at the EPA include a 37 ½ hour work week, a generous salary and benefits package (paid time off for vacation, sick or personal leave, holidays) pension and other retirement benefits, tuition reimbursement, and insurance eligibility on day one (medical, dental, vision, and life). We invite all qualified candidates to apply.

Job Responsibilities

35% 1. Provides a variety of paraprofessional technical and complex office support functions for the professional/technical staff of the Southern Region/Marion Regional Office;

• Revises, updates and keyboards desk procedure manuals.
• Gathers information for report preparation and responds to inquiries.
• Accurately prepares travel vouchers and submits for processing.
• Manages calendars of technical/professional staff as directed; schedules/cancels appointments and creates meeting requests.
• Coordinates travel arrangements and prepares expense claims for staff.
• Utilizes a personal computer to keyboard complex charts, statistical reports, email correspondence, meeting notes/minutes, memorandums, and technical reports.
• Reviews travel vouchers prepared by staff for accuracy.

(Job Responsibilities continued)

20% 2. Coordinates Public Water Supply (PWS) Operator Certification and Reporting for the region;

• Distributes State Water survey and Illinois Department of Public Health (IDPH) Fluoride reports via e-mail to Springfield Headquarters.
• Provides PWS Compliance operator exams once completed, scans copy to headquarters, maintains copy for region and distributes original to headquarters.
• Receives and processes boil orders, Bacteriological Special Exemption Permit letters.
• Receives requests for operator’s and wastewater exams, records and reserves exam spot, provides participants information on items necessary for completion of exam.
• Receives, logs and records monthly operating reports to database.
• Periodically send monthly original reports to headquarters.
• Converts engineering evaluation reports to PDF format records and saves to PWS drive and e-mails to headquarters.

(Job Responsibilities continued)

15% 3. Performs a variety of informational functions for the staff of Southern Region/Marion Regional Office and external parties;

• Provides authorized general information concerning operations and personnel.
• Answers inquiries of a nontechnical nature in person or by phone, exercising discretion and judgement in referring sensitive issues, complex technical matters and policy concerns to the appropriate managers.
• Receives citizen complaints and inquires by telephone, or in person referral to the appropriate Agency staff or proper authority ensuring prompt and courteous attention.
• Receives, screens and directs incoming telephone calls from general public and Agency staff.

10% 4. Serves as regional vehicle coordinator;

• Maintains I-Pass data and associated vehicle charges.
• Tracks vehicle mileage.
• Responsible for maintaining FMS vehicle information.

(Job Responsibilities continued)

05% 5. Serves as a liaison to Agency records and Central Management Services (CMS) for Regional Office matters and activities including;

• Verifies to ensure that project files/records/compliance/enforcement documents are properly identified/labeled.
• Serves as a liaison to Central Management Services (CMS) for building repair/maintenance requests by preparing, submitting and tracking work orders to their completion.
• Retrieves files, documents, or other information pertinent to Freedom of Information Act (FOIA) requests.

05% 6. Maintains office inventory for the Region;

• Maintains copy supplies, paper, toner, drum and orders as necessary.
• Tracks, maintains supplies and reports all copy machine data and report to the proper authority monthly.
• Resolves IT issues that may arise.
• Prepares requisitions for equipment and supplies.
• Tracks office computer equipment and their surplus.
• Utilizes Agency approved vendors and ensures procurement rules and guidelines for purchasing commodities are adhered to.
• Maintains office supply inventory.

(Job Responsibilities continued)

05% 7. Provides a variety of support functions for regional staff;

• Receives, opens, sorts and distributes incoming mail.
• Maintains UPS files and inputs all shipment totals monthly and sends UPS reports to fiscal services.
• Post all job requisitions and maintains boards.
• Compiles outgoing mail and prepares UPS Parcels for shipping.
• Distributed inter office and outgoing mail to headquarters.
• Operates a variety of office equipment and printers.

05% 8. Performs other duties as required or assigned, which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Or completion of high school and two years of related office experience,
• Or two years of independent business experience.
• Requires skill in keyboarding accurately at 30 words per minute.
• Requires knowledge, skill and mental development equivalent to two years of secretarial/business college,

Preferred Qualifications (In Order of Significance)

• Prefers extensive knowledge of office practices, procedures and programs.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.
• Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access and Excel software.
• Prefers working knowledge of the logic of computer programs.
• Prefers extensive knowledge of basic mathematics.
• Prefers ability to follow oral or written instructions.

Employment Conditions

Requires the ability to pass a name-based background check.