Personnel Associate

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title: Personnel Associate
Division: Workforce Services and Support
Union:            IFT
Location:       501 S 2 nd St, Springfield, IL – Sangamon County
Salary:           Range $4,336 to $7,049 monthly – commensurate with experience
Benefits:

Overview:

Performs technical personnel work for the Secretary of State’s Office by performing a full-range of personnel transactions and supporting documentation for accuracy and compliance with Department of Personnel Rules, Policy Manual, Pay Plan and Union Contracts; reviews for accuracy of information, transaction type and compliance before final entry to personnel database; conducts research into personnel issues, laws, rules and regulations and responds to technical inquiries from employees seeking advice or knowledge in personnel related matters; conducts report compilation, maintenance of databases and listings, preparation of correspondence and reports on findings marking recommendations for new/revised procedures.

Duties and Responsibilities:

• Audits the individual attendance sheets for the entire Office of the Secretary of State; reviews for correct usage types, increments, balances, carry-overs, etc.; consults with department liaisons on discrepancies and obtains correct information; makes corrections to attendance record; consults with department and Payroll on discrepancies with wage adjustment forms (docks, additional earning, etc.) and attendance entries.
• Serves as back up for attendance records for the Department of Personnel, entering employee time usage on a daily basis, correcting computer generated entries, and balancing sheets monthly; maintains attendance database and generates reports as requested. Notifies manager/contact person of any discrepancies, incorrect usage of time or missing documentation
• Responds to technical inquiries from employees seeking advice or knowledge in personnel related matters such as promotions, leaves of absence, transfers, etc. in accordance with the Department of Personnel Rules, Policy Manual, Pay Plan and Union Contracts; advises higher-level staff on personnel problems and recommends actions necessary to resolve such problems through compliance with Rules, Pay Plan, Policy Manual and Union Contracts.
• Drafts correspondence to employees pertaining to various transactions such as movements, leaves, separations, employment verifications, retirement, etc.; gathers information and prepares various reports as requested.
• Serves as back up for gathering pertinent documentation for the processing of the PARs and all employee transactions, including payroll documents, attendance information, etc.; reviews a full range of personnel transactions and supporting documentation for accuracy and compliance with Department of Personnel Rules, Policy Manual, Pay Plan, Union Contracts, etc.; interacts with the appropriate staff from the departments to retrieve such information as required; prepares personnel action forms (turnarounds), attaches pertinent documents and distributes to Payroll, Benefits and Departments, makes final entries into the Personnel database, including auditing attendance calendars, calculating all intermittent time and converting to full-time status, calculating all prior service and/or reciprocal service time and correcting all service dates.
• Schedules appointments for employees to view personnel files, monitoring the visit, answering questions and reviewing information for approval/denial of removal.
• Scans documents and updates Content Navigator (digitized file mgmt. system) as necessary.
• Performs all other duties as required or assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of two years of college preferably with courses in public, personnel or business administration, human development counseling, employee relations or employment law or three years of responsible clerical experience in a personnel or human resources setting.

Knowledge, Skills and Abilities

• Requires extensive knowledge of office practices and procedures, equipment and personal computers.
• Requires extensive knowledge of composition, grammar, spelling, and punctuation.
• Requires working knowledge of arithmetic computations.
• Requires elementary knowledge of the principles of organizational administration and structure.
• Requires ability to effectively interact with employees, management, the general public, applicants and other personnel professionals.
• Requires ability to follow detailed oral and written instructions.
• Requires ability to present complex ideas clearly in both written and oral form.
• Requires ability to read and comprehend laws, rules, regulations, policies and procedures.
• Requires the ability to lift and carry 0 to 10 lbs.

Application Process:

• Please visit to apply by completing the online application; you may also upload a resume or other attachments as needed .
• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.