Personnel Associate

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

Job Title:       Personnel Associate
Division:        Standards & Testing
Union:            IFT
Location:       501 S Second St, Springfield, IL – Sangamon County
Salary:           Range $4,007 to $6,515 monthly - commensurate with experience
Benefits:        https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs a variety of clerical and paraprofessional work in support of professional and administrative staff; answers phones, greets clients and processes mail at intake desk, administers merit examinations,  provides verification and entry of information on the database for individuals who have tested for employment; is responsible for the filing of applications and assists with general correspondence for division; assists with mailing and special projects; assists with the maintenance of various statistical and tracking databases for the area.  

Duties and Responsibilities:
  • Enters test grades on the Department of Personnel database for individuals who have tested for employment with the Office of the Secretary of State; reviews computer printout of grades for accuracy of entry; makes corrections, when necessary; updates information such as name, address, phone numbers when necessary on system database. 
  • Serves as test monitor in the administration of written and performance examinations at the Springfield test site for afternoon testing sessions; reviews applications and forms to ensure they are complete; approves or rejects applications and determines if the documents and forms meet the set criteria; scores written and performance tests; responds to questions from applicants; may participate in off-site testing sessions.
  • Maintains application files, including Closed Title application files for titles currently not open for testing purposes; responsible for filing all documents within the division, including but not limited to applications, classification, compensation and audit documents; assists with general correspondence for division; scans document into database, providing copies to other divisions.
  • Receives and responds to a variety of telephone, walk-in or written inquiries from applicants and individuals pertaining to a variety of programs offered by the Department of Personnel, including the examination and testing functions, policies & procedures; explains grading system and/or provides breakdown of written examination to applicants identifying requirements necessary to obtain passing grade, times/dates for testing; routes individuals to proper Divisions for handling of technical questions.
  • Opens, date stamps and distributes incoming mail and materials; coordinates routing of pony bags between the Springfield and Chicago Office; mails employment applications, forms, informational materials, etc. to employees and to the general public.
  • Assists with other projects and responsibilities of the division, including but not limited to entry of test validation information, job audit information, maintenance of various statistical and tracking databases for the area, etc.
  • Performs 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.
  • Required to lift and carry up to 25 pounds.
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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