OFFICE ADMINISTRATOR IV

Agency : Environmental Protection Agency Closing Date/Time: 06/02/2024 Salary: Anticipated Starting Salary (Effective 7/1/24) $4,766 monthly; Full Range $4,766 - $6,632 monthly. Job Type: Salaried County: Sangamon 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 37547

Office Administrator IV

***Please upload a copy of your official/unofficial transcripts for all degrees earned, and a copy of any applicable professional licenses you possess to the MY DOCUMENTS section of your application. ***

Note: The Illinois Environmental Protection Agency must verify and have proof of higher education and coursework (if applicable) for any degree earned before any offer can be extended.

*Answer all questions thoroughly-DO NOT STATE SEE RESUME*

Position Overview

The Illinois Environmental Protection Agency (EPA), Division of Legal (DOL), FOIA/Division of Records, Records/Facility ID Management Section, is seeking an Office Administrator IV to serve as the Working Supervisor for the Records Management Unit B. 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. Serves as working Supervisor for the Records Management B Unit of the Records Management/Facility ID Management Section, Division of Legal Counsel/Deputy Chief Legal Counsel/Records Division;

• Plans, assigns/reassigns work, approves/disapproves time off, provides guidance and training
• Establishes annual goals and objectives
• Completes, discusses, and signs performance evaluations
• Counsels staff regarding quality of work and determines staffing assignment needs to achieve program objectives

25% 2. Consults with manager on the integration of program function activities to resolve procedural and operating issues;

• Proposes changes and improvements, assists management with planning, development and implementing procedures to accomplish section goals including
• Assisting with special record management requests, meeting coordination, regional office file development, maintenance requests, and coordinates with other IL EPA Bureaus, Division of Legal Counsel, USEPA, Attorney General's Office, and the Secretary of State

Job Responsibilities (Continued)

20% 3. Assists in resolving procedural issues, and the integration of Records Management Unit Program activities;

• Researches, proposes, and implements changes and improvements
• Assist management with planning, development, documentation, and implementation of procedures to accomplish Records Management Unit goals
• Provides assistance with special Records Management function requests relative to meeting record management coordination, and regional office record needs
• Participates in work group discussions regarding Records Management, and Agency records coordination efforts

10% 4. Researches, develops, and maintains record retention programs for the Unit;

• Meets with staff to determine long range planning for proper record retention, elimination, and reduction of paper
• Confers with Division management to develop, and implement new systems for imaging of records
• Participates in studies to continually refine and streamline records management processes

05% 5. Develops and conducts training classes on the proper methods of establishing, and maintaining file categories, and procedures for file maintenance and retrieval.

05% 6. Performs other duties as assigned or required, which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

Requires knowledge, skill and mental development equivalent to completion of two years of study at a secretarial/business college and two years of office experience; or completion of high school and four years of Office Assistant experience; or four years independent business experience.

Preferred Qualifications (In Order of Significance)

• Prefers extensive knowledge of office procedures and programs.
• Prefers extensive knowledge of elementary mathematics and grammar.
• Prefers skill in keyboarding accurately.
• Prefers skill in taking and transcribing oral dictation accurately.
• Prefers ability to direct and supervise the work of a nonprofessional office staff.
• Prefers ability to operate manual and automated office equipment.
• Prefers the ability to utilize a personal computer with knowledge of Microsoft Word, Access, and Excel software.
• Prefers knowledge of Records Management practices, programs, and associated documents.

Conditions of Employment

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

Work Hours: 8:30 am - 5:00 pm Monday - Friday Work Location: 1021 North Grand Avenue East, Springfield, IL 62702 Agency Contact:

Chris Steinkruger

Email: [email protected]

Phone #:217-558-1256

Posting Group: Office & Administrative Support

This position [DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).

Agency Statement: The mission of the Illinois Environmental Protection Agency (IEPA) is to safeguard environmental quality, consistent with the social and economic needs of the State of Illinois, so as to protect health, welfare, property and the quality of life. IEPA works to safeguard the states natural resources from pollution to provide a healthy environment for its citizens. By partnering with businesses, local governments and citizens, IEPA is dedicated to continued protection of the air we breathe and our water and land resources.

The IEPA does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent IEPA employment, applicants must be currently authorized to work in the United States on a full-time basis.

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees - a link is available at the top left of the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of the Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com - click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• [email protected]
• [email protected]