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Correspondence Operator II

Springfield, IL

Full Time

Business Services

Mid Level



Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title: Correspondence Operator II
Division: Corporations
Union:            SEIU
Location: 2701 S. Dirksen Pkwy., Springfield, IL – Sangamon County
Salary:           Range from $3,702 to $4,804 monthly – commensurate with experience.
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs a variety of difficult and complex clerical functions involving, answering incoming calls from the general public; performs typing for document and name availability sections; search of files as well as microfiche and microfilm to comply with requests received from corporations, law enforcement, legal community and the general public, providing certificates of good standing, certified copies, photocopies and various other documents to be used in court and other jurisdictions; process credit card orders; open and sort mail; serves as a back-up clerical support for program operations on an as needed basis.

Duties and Responsibilities:

Answers incoming calls from the general public for information on filing annual reports, change of registered agent/address, assumed name, adoption/cancellation/change, types rejection information and hold and prorate letters from file, explaining reasons for incomplete filings; takes copy orders either by phone, email, fax or through the mail for certificates of status, forwards callers needing further information to Business Services Representatives and Business Services Specialists.
Receives calls and types letters using a personal computer involving technical and/or legal terminology explaining status of certificates to attorneys, accountants, state officials, corporate representative and the general public; process credit card order using the NCR corporation account; performs moderately difficult and varied typing of go-back correspondence for document and Name Availability Section.
Researches microfiche and microfilm for files on active or dissolved corporation filings and copies and forwards information to the requesting party; using a personal computer prepares certificates of good standing, checking the file for proper compliance and fees before issuance of certificates; assists walk-ins in searching files and records for documents as requested.
Assists the other Business Services sections, as needed, to review, analyze and image Domestic, Foreign and Not for Profit documents on a limited basis; assists, as needed, with routine phone duties, typing letters and other clerical support functions as needed.
Performs other duties as required or assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of high school and one year of experience as would be gained as a Correspondence Operator.

Knowledge, Skills and Abilities:

Requires ability to type accurately at a working rate of speed on either a typewriter or word processing system.
Requires ability to follow oral and/or written instructions.
Requires extensive knowledge of office practices, procedures and programs.
Requires elementary knowledge of Department programs, policies and regulations.
Requires working knowledge of basic mathematics.
Requires extensive knowledge of composition, grammar, spelling and punctuation.
Requires ability to operate commonly used office equipment and perform routine maintenance.
Requires the ability to lift/carry 0-10 lbs.

Application Process:

Please visit https://ilsos.applytojob.com/ 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.
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When ordered alphabetically, which of the following names would be listed FOURTH?*

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Question #3

If you find that you made a serious mistake while performing your duties, the best course of action would be to*

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In the event of employment, I understand that false or misleading information given in my application or interview(s) may result in discharge or other disciplinary action. I understand that if hired I authorize the State of Illinois to conduct an investigation into all aspects of my qualifications and background; any individual, organization, or agency that maintains records relating to me to provide these records upon request to any agency of the State Illinois conducting such an investigation. This authorization is not limited to employment records, credit records, and criminal history records. I release any individual, organization, or agency from any and all liability incurred as a result of providing such records. Proof of citizenship or immigration status will be required upon employment.*

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