Office Coordinator, Opt.2 Jobs

Position Overview

This position will assist with the management of the documentation of the construction of abandoned mined land reclamation projects and the employees completing this work. Gathers information for report preparation and respond to inquiries, exercising judgment in conducting involved searches which may require accessing and selecting multiple informational sources of contact with clients, vendors, or other outside sources to obtain missing or to correction information.

Job Responsibilities

1. Under direction, performs paraprofessional or technical secretarial and office support functions for the Southern Region Office:

• Coordinates personnel related functions for a program area such as monitoring performance evaluation review dates and employee available benefit time.
• Establishes and maintains filing systems assuring documents are readily available for reference.
• Gathers information for report preparation and respond to inquiries, exercising judgment in conducting involved searches which may require accessing and selecting multiple informational sources of contact with clients, vendors, or other outside sources to obtain missing or to correction information.
• Applies general knowledge of agency operations, rules, and regulations in explaining or clarifying rules, processes, procedures or services available.
• Responds to inquiries through written or direct oral communication.
• Provides information or assistance to vendors and the general public.
• Maintains financial balances and expenditures, prepares vouchers, orders supplies and prepares related records and reports.
• Follows oral and written instructions gaining experience and knowledge in and applying evolving automated equipment and technology to complex tasks.

2. Serves as the secretary within the Southern Region Office:

• Certify documents signed by others with public notary seal.
• Reads, sorts and delivers incoming mail.
• Composes and keyboards routine correspondence and respond to inquiries relating to general knowledge of program operations.
• Signs letter or other documents as authorized or in the absence of the manager.
• Organizes and maintains filing systems.
• Keyboard a variety of correspondence, reports or other information from handwritten hard copy, prerecorded or voice dictation.
• Prepares expense claims.
• Schedules appointments.
• Makes travel and meeting arrangement for the Southern Region Office.

3. Prepares investigative reports from information supplied by the technical personnel:

• Reviews reports for completeness and accuracy before submission to other state and federal agencies or other personnel.
• Researches and gathers additional information for completion of reports by consulting various maps and coal reports and Division archives.

4. Coordinates records and reports for the Southern Regional Office for the region's budgetary planning and control program:

• Performs research by contacting vendors and other sources in preparation for equipment expenditures to ensure appropriate, cost-effective purchases.
• Gathers and maintains appropriation and expenditures data developing comprehensive reports and data tables to calculate future expenditures.

5. Conducts research employing various sources to obtain requested information, including the location of vendors, contractors, access to city maps and utilities and other resources.

(Job Responsibilities continued)

6. Assists in the preparation of monthly reports on expenditures for assigned state vehicles:

• Prepares vouchers, orders supplies and prepares related records and reports.
• Makes appointments for maintenance and repair work.
• Monitors vehicle records for routine maintenance.

7. Processes advanced functions relating to uploading and downloading files, file merges, developing form letters and templates:

• Enters system commands, monitors system replies and enters responses to upload or download information.
• Responsible for system back up, merging files, and maintains archives for documents.

8. Develops complex database, spreadsheets or work processing records and report applications requiring an extensive understanding of the application program:

• Confers with and receives advice from technical and professional data processing staff in developing highly complex automated procedures and program applications.
• Reviews data job flow in order to design spreadsheets, database or work processing system applications to generate documents and reports.
• Performs backup procedures to ensure data is maintained in database.

9. Serves as AML Division's training coordinator:

• Develops complex, integrated spreadsheet applications to prepare comprehensive reports, data tables, charts and graphs.
• Coordinates records and reports for the Southern Division's budgetary planning and control program by gathering and maintaining staffing and appropriation and expenditure data.
• Confers with managers to coordinate training participation and scheduling.
• Prepares and maintains schedules, tracking systems, records and reports to ensure compliance with statues, rules, regulations and policies.

10. Performs other duties as required or assigned which are reasonable within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to two years of secretarial/business college, or completion of high school and two years of related office experience, or two years of independent business experience.
2. Requires skill in keyboarding 30 WPM accurately.

Preferred Qualifications

1. One (1) year of extensive knowledge of office practices, procedures and programs.
2. One (1) year of working experience maintaining financial balances and expenditures.
3. One (1) year of working experience preparing vouchers.
4. One (1) year of working experience researching investigative reports.
5. One (1) year of working experience developing complex spreadsheets for records and reports.

Employment Conditions

All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation, to be considered for this position.

1. Ability to pass background check.

Agency Statement

Charged with preserving, protecting, and promoting Illinois’ natural resources, the Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites – and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.

The Office of Land Management (OLM) oversees nearly 400 individual parcels of land and institutes a wide variety of programs and activities advocating outdoor recreation through sustainable use, conservation, and preservation. The Historic Sites Division of the Office of Land Management oversees 57 Historic Sites, Monuments, and Memorials. OLM facilitates activities from small group interpretive programming at Historical Sites, to hiking, hunting, fishing, boating, and camping.