DCU/Archives Specialist (Office Administrative Specialist)

Job Requisition ID: 54329

Office: Policy, Planning and Statistics

Division: Vital Records

Posting ID: 27-26-0278 / 54329

Posted: 03/20/2026 - 04/03/2026

Agency: Department of Public Health

Class Title: OFFICE ADMINISTRATIVE SPECIALIST - 29990

Skill Option: UMP Certificate

Salary: Anticipated Starting Salary $4,586 MONTHLY; Full Range $4,586 - $6,228 MONTHLY

Job Type: Salaried

Category: Full Time

County: Sangamon

Number of Vacancies: 1

Bargaining Unit Code: RC028 Paraprofessional Human Services Employees, AFSCME

THIS POSITION DOES NOT ALLOW FOR REMOTE WORK

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.

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 Public Health is seeking a highly motivated individual to serve as lead worker performing a variety of complex and specialized confidential processes regarding vital records; applies laws, regulations and agency policies necessary to process vital record requests. Coordinates administrative office support tasks and provide paraprofessional assistance in the processing of Rush requests, update services for the Brith paper records, filing services for Delayed Birth filing, and amendment services for Birth, Death and Fetal Death provided by the Document Certification and Archives Units. Acts as liaison for the Department legal team in the interpretation of Vital Records services provided the Document Certification Unit, responding to inquires and explaining procedures. Assists the Unit supervisor with reviewing and updating procedures.

Benefits Statement

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leaveEmployee Assistance Program and/or mental health resources
• These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link:

Essential Functions

• As a designated lead worker, coordinates administrative office support tasks and provide paraprofessional assistance in the processing of Rush requests, update services for Birth paper records, filing services for Delayed Birth filing, and amendment services for Birth, Death, and Fetal Death provided by the Document Certification unit and Archives.
• Functions as the Vital Records Management System(s) coordinator for the Document Certification Unit and Archives.
• As a subject matter expert, assist the unit supervisor with reviewing and updating procedures and training manuals for Amending Birth, Death and Fetal Death Records.
• Acts as a liaison for IDPH Legal in the interpretation of Vital Records services provided by the Document Certification Unit, responding to inquiries, and explaining procedures for amending Birth, Death and Fetal Death certificates.
• Serves as designated lead worker.
• Coordinates with Xerox, and Microfilm vendors to assist with minor repairs of Xerox and Microfilm equipment for Archives.
• 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 two (2) years of secretarial/business college and two (2) years of office experience, or completion of high school and four (4) years of office experience, or four years of independent business experience.
• Qualifying state employees in the employee Upward Mobility Program, may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.

Preferred Qualifications

• One (1) year experience with Vital Records laws, rules, and processing.
• One (1) year experience working with IVRS, or a similar Vital Records system.
• One (1) year experience with Microsoft software products.
• One (1) year experience reviewing and updating procedures.
• One (1) year experience gathering background data.

About the Agency

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Work Hours: Monday - Friday 8:30am - 5:00 pm (1 hour lunch)

Headquarter Location: 925 E Ridgely Ave, Springfield, Illinois, 62702

Work County: Sangamon

Agency Contact: [email protected]

Posting Group: Office & Administrative Support; Health Services

This title is within the Upward Mobility Program (UMP) . General Program information can be found by clicking on the Upward Mobility Program link or for specific title information at UMP Titles. To utilize upward mobility contractual rights for this position, employees must apply internally and must upload a copy of the UMP grade notice to their application documents prior to submission . UMP grades can be uploaded to the Additional Documents OR Grade Documentation section of the application.

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

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]