Administrative Assistant I

 Agency :  Department of Financial and Professional Regulation 

Division/Section/Unit: Banking/Residential Finance/Mortgage Banking

HR Tracking #: 35873

Position Title: Administrative Assistant I

Closing Date/Time: 07/18/2024 
Salary:   Anticipated Starting Salary $5,423 a month; Full Range $5,423-$7,721 a month  
Job Type:   Salaried 
County:   Cook  
Number of Vacancies:   1  
Plan/BU: RC028   

 

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  39528 

Position Overview

Under general direction, manages all aspects of exam assignments for the Unit. Produces and reconciles invoices of examination fees. Responds to written inquiries and telephone calls. Provides training for examiners and support staff. Stores and retains examination records. Performs special projects for management. 

Essential Functions

Manages all aspects of exam assignments for the Unit.

• Issues examination reports, including but not limited to, the Exam Compliance Report.
• Receives draft examination reports from examiners, reviews for consistency in description of findings and corresponding ratings, edits for uniform style and formatting, and converts the examination report from Word to pdf.  
• Generates examination status reports on weekly, monthly, quarterly, and yearly basis for management and examination staff. 
• Prepares and submits correspondence to licensees including, but not limited to, compliance documents, cover letters, and examination reports.
• Engages in frequent email correspondence with licensees before, during, and after the examinations.  
• Prepares formal correspondence regarding amendments to examination reports, issues relating to the licensees’ written responses, examination cycles, etc.
• Identifies licensees due for an exam, generates and issues pre-exam letters to each licensee, and creates the respective exam specific screens.
• Has primary responsibility for examination data maintained in agency, state, multi-state, and federal databases and software.  
• Corrects scheduling issues for the field staff examiners.
• Collaborates with field staff examiners with research and follow up regarding examination policies. 
• Coordinates forms for superior’s approval and signature

Essential Functions Cont.

Produces and reconciles invoices of examination fees. 

• Receives and reviews the billing statements from the examiner-in- charge and review examiner on each exam; discusses any issues with those examiners.
• Enters billing information into agency software, generates formal exam invoice, prepares cover letter, and issues invoice to licensees.  
• Monitors payment of invoices by licensees.
• Calls licensees and prepares correspondence when licensees do not pay within 30 days.
• Assists fiscal staff with the process for collecti