Data Input Associate

Springfield, IL
Full Time
Administrative Hearings
Mid Level
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:      Data Input Associate
Division:       Central Operations Hearings
Union:           SEIU
Location:       501 S. 2nd St., Springfield, IL – Sangamon County
Salary:          Range $3,421.00 to $4,440.00 monthly
Benefits:       https://cms.illinois.gov/benefits/stateemployee.html

Please Note:
To be considered for this vacancy you MUST establish eligibility by taking and passing a written, multiple-choice examination and a keyboarding assessment administered at an ILSOS, Department of Personnel Testing location.  Please reach out to the location where you would like to test to make an appointment.
Chicago (312-793-5515)                Springfield (217-782-4783)
  • Appointments may be made for the following sessions:
Multiple-Choice Tested Titles with Keyboarding Assessment:
  • Wednesday   1:00 PM
  • Walk-in candidates may be accepted at the discretion of the testing center, if space is available; scheduled applicants will receive priority when testing.  Unscheduled applicants (walk-ins) must have completed an online application prior to arrival or may complete an online application, in a Department of Personnel office, prior to the beginning of the testing session; allow at least 20 minutes.
  • Questions related to job postings or applying and testing for positions can be answered by contacting the Department of Personnel or by e-mail at
  • Additional information regarding job titles, minimum qualifications, hiring procedures or Community Testing opportunities is available at:
Overview:

Performs a variety of technical and clerical duties; completes assignments consisting of numerous support functions that would  involve using a alphanumeric keyboard to produce reports and data; enters alpha-numeric data from the driving abstract into a formatted screen to search the National Registry/PDPS database for additional arrests out of state; after completing the search format, enters alpha-numeric data again to produce the history report of the National Registry/PDPS; update the hearing database with the PDPS results; sorts, compiles, compares and interprets the National Registry PDPS report with the Illinois driving record; enters alpha-numeric hearing related information into the hearing database for review; generates driving abstracts by entering alpha-numeric data into the designated format that produces the abstract; assists with creating the formal hearing database by entering alpha-numeric data into the hearing database; updates the database by entering alpha-numeric data to show receipt of requests for copy work and updates the database once the copy work is mailed; enters designated roll & image numbers into Content Manager to produce copies of requested hearing documents; enters alpha-numeric information to generate correspondence related to decisions; enters alpha-numeric data onto the hearing database to show that the file is to the permit typist as a tracking method; prepares the permit file for the typist by removing staples, envelopes and by placing pertinent forms to the front of the file for easier access; enters alpha-numeric data to produce the hearing database to update with the numerical reason code decision, decision date and designated roll & image number;  enters the numerical data & designated roll & image number onto the driving record history for the alcohol/drug related documents presented at hearing; on rotation, responds to complex telephone inquiries from Petitioners, Attorneys  and Hearing Officers regarding the suspension, revocation or cancellation of driving privileges in accordance with the Administrative Rules, Illinois Compiled Statutes, Administrative Code, policies and procedures.

This department handles confidential and/or sensitive information.  An employee who has access to this information by means of oral communications, documents, files or records shall not disclose to any unauthorized person(s) or remove this information from the Office unless it is for official state business.

Duties and Responsibilities:
  • Enters alpha-numeric data from the driving abstract into a formatted screen to search the National Registry/PDPS database for additional arrests out of state; after completing the search format, enters alpha-numeric data again to produce the history report of the National Registry/PDPS; creates the hearing database by entering alpha-numeric hearing related information into the hearing entry screen; generates driving abstracts by entering alpha-numeric data into the designated format that produces the abstract; assists with creating the formal hearing database by entering alpha-numeric data into the hearing database;; enters alpha-numeric data to produce the hearing database to update with the numerical reason code decision, decision date and designated Roll and image number;  enters the numerical data and designated roll and image number onto the driving record history for the alcohol/drug related documents presented at hearing; enters appropriate alpha-numeric data to load designated numeric type action and reason code onto the driving record for filming purposes;
  • On a rotating basis, responds to complex telephone inquiries from petitioners, attorneys, hearing officers regarding the suspension, revocation or cancellation of driving privileges in accordance with the Administrative Rules, Illinois Compiled Statutes, Administrative Code, policies and procedures to furnish caller with an explanation of the reasons for the loss of privileges and the procedures necessary to obtain driving relief; forwards misdirected calls to appropriate area.
  • Enters the alpha-numeric data to produce database to update with the unreported disposition information and then prepares the information for filming; prepares RDP files for typist by removing staples, envelopes, attaches fees to the yellow application; mails original permit(s) to petitioners; prepares permit files for filming after validation, collates and stuffs copies of requirement letters for hold files; prepares correspondence to applicant regarding the SR hearing request being on time or late; pulls files from hold cabinet to close as moot or fail to comply; maintains a daily report of work completed; prepares the permit files for microfilming; updates the database by entering alpha-numeric data to show receipt of requests for copy work and updates the database once the copy work is mailed; enters designated roll & image numbers into Content Manager to produce microfilm for copy work requests; assists by entering alpha-numeric data to retrieve hearing database to update database with received dates for incoming RDP requirements; enters alpha-numeric data onto multiple databases to create the SR hearing record; enters the numerical data onto multiple databases to reflect the SR hearing decision; enters alpha-numeric data to delete incorrectly entered data, re-enters correct data and follows up with entering the appropriate numeric type action and reason code to document the correction made onto the driving record;  
  • Interprets and compares data from the National Registry, Illinois Driving Record and alcohol documents submitted for additional offenses and determines if those offenses were disclosed to the evaluator and/or at the time of hearing; codes & loads informal hearing files for review; enters designated hearing decision, decision dates & alcohol completion dates; enters roll & image numbers into Content Manager to produce microfilm for copy work requests; enters alpha-numeric data to produce copy work correspondence; updates database by entering alpha-numeric data when payment is received for mailing to the petitioner or attorney; enters alpha-numeric data to produce abstract and hearing database to close hearing files and databases with moot or failure to comply decisions;  prepares the appropriate decision letters by entering alpha-numeric data onto letter generating application; enters alpha-numeric data to retrieve hearing databases to update the record to show that the file has been pulled to moot or fail to comply;     
  • 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 Data Input Controller.
  • Knowledge, Skills and Abilities:
  • Requires ability to operate a keyboard-controlled data entry device rapidly and accurately at a working rate of speed.
  • 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 working knowledge of how to compile information and prepare logs and reports.
  • Requires ability to operate commonly used office equipment and perform routine maintenance.
  • Required to lift up to 0-25 lbs.
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.
 
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