Illinois Secretary of State

Operations Associate - Ukrainian Speaking

Index - Chicago, IL - Full Time

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:       Operations Associate – Ukrainian Speaking
Division:        Foreign Documents
Union:            SEIU
Location:       160 N. LaSalle St., Chicago, IL – Cook County
Salary:           Range from $3,702 to $4,804 monthly plus stipend for Ukrainian translation and interpretation services.
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs difficult and complex clerical duties involved in the certification of official documents.

Duties and Responsibilities:
  • Provides assistance to customers with the certification of official documents by certifying that the signatures and information are correct on such papers for adoptions, education records, vital statistics, business documents, and marriage/divorce records for utilization in foreign countries; collects fees for services and returns papers to the applicant in person or by mail.
  • Collects fees services provided and returns paperwork to the applicant in person or by mail; prepares workload for validation and reconciliation of daily work, by certifying the documents determining which certificate needs to be attached to document according to country destination; types certificates along with receipt letters; validates fees, which maybe in the form of check, cash or money orders.
  • Prepares workload for validation and reconciliation of daily work, by certifying the documents determining which certificate needs to be attached to the document according to country destination; types certificates along with receipt letters; validates fees, which may be in the form of check, cash or money orders.
  • Prepares and maintains several specialized records and reports, such as daily, monthly, annual workflow for each document processed which may include one or more of the following adoptions, education record, statistics, business documents, marriage/divorce records; prepares daily report on documents processed in preparation for microfilming and storage in our Archives Department for future reference if needed.
  • Operates and performs routine maintenance of variety of office machines (CRT, Telephone, Fax and Personal Computer).
  • 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 related office experience as would be gained as an Operations Assistant.

Knowledge, Skills and Abilities:
  • 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 read, speak, write and translate the Ukrainian language.
Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply 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.
Apply: Operations Associate - Ukrainian Speaking
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