Office Associate

Agency: Department of Insurance
Class Title: OFFICE ASSOCIATE - 30015 
Skill Option: None 
Bilingual Option: Spanish 
Closing Date/Time: 11/07/2024
Salary: $3,852 - $5,046 monthly; CBA language applies
Job Type: Salaried
Category: Full Time 
County: Cook
Number of Vacancies: 1
Plan/BU: RC014

 

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.

 

Posting Identification Number  42459 

*Answer all application questions thoroughly.  DO NOT STATE "SEE RESUME".*

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 Overview

The Illinois Department of Insurance is seeking to hire an Office Associate to serve as a receptionist for the Director and the Department.  This position receives, screens, and directs visitors and telephone inquiries; maintains the intra-office security program for visitors; performs a variety of complex, specialized clerical office support functions; receives, stamps, and distributes certified, registered, or special delivery mail.  The position utilizes Spanish speaking, reading, and writing skills in interacting with and assisting Spanish speaking visitors and clients.  We invite all qualified applicants to apply

Essential Functions

• Serves as a receptionist for the Department of Insurance’s Chicago office: receives and screens visitors and telephone inquiries; determines Department jurisdiction; refers clients to appropriate division/section; responds to non-technical inquiries; refers sensitive/controversial issues to superior; assists Department management by scheduling conference rooms on electronic calendars; utilizes understanding of specialized insurance industry terms in order to properly distributes phone calls and refer walk-in customers; electronically receives/distributes faxes on behalf of the Department.
• Maintains intra-office security program for all visitors entering the office reception area: responsible for security registration and visitor log for all visitors, respondents, attorneys, and the general public.
• Serves as receptionist for the Director’s office: exercises discretion and judgment when screening and directing visitors and telephone inquiries, i.e., clients and/or their representatives, professional associations, the public, members of the General Assembly, Governor’s Office, committee/board members, member of the press, etc.,; responds to non-technical inquiries; refers sensitive/controversial issues to the Director’s assistants.
• Utilizes Spanish speaking, reading, and writing skills in interacting with and assisting Spanish speaking visitors and clients: provides translation and interpretation; assists staff of other areas of the Department in interactions with Spanish speaking individuals.
• Receives, stamps, and distributes certified, registered, special delivery, and Federal Express/Airborne mail.
• Operates office equipment such as personal computer, typewriter, copy machine, fax machine: updates reception phone listing based on information provided by supervisor.
• 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 completion of high school.