Administrative Clerk

Illinois Secretary of State

Capital Township, IL, USA

Published: 6/14/2022

Full Time

Job Description

Job DescriptionOffice of the Illinois Secretary of State Alexi Giannoulias
Job Title: Administrative Clerk
Division: Records Management
Union: IFT
Location: Margaret Cross Building, Springfield, IL – Sangamon County
Salary: Range $3,965 to $6,242 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Performs a variety of paraprofessional work involving the review and processing of Applications for Authority to Dispose of Local Records filed in accordance with the Local Records Act, 50 ILCS 205 and Rules and Regulations of the Local Records Commission; maintains computer logs; answers inquiries regarding the Local Records Act and Rules and Regulations of the Local Records Commission; and reviews and processes local records disposal certificates.

Duties and Responsibilities:

Reviews and processes Local Records Disposal Certificates (DC’s) requiring specialized knowledge of the Local Records Act and Rules and Regulations of the Local Records Commission; maintains computer log for incoming and outgoing DCs; checks disposal certificates to assure that all dates, volume, record series and item numbers agree with the application and that appropriate signatures are affixed; verifies correct entries, correct retention period on disposal certificates; if approved, forward approved copies to the local agency; may call local agencies to resolve problems with processing certificates; prepares DCs for scanning into document management system; totals cubic feet for all disposals; and files DCs after scanning.
Working with the Local Field Representatives, prepares Applications for Authority to Dispose of Local Records for all Illinois counties, proofreads and makes photocopies for the agency and field representatives, types amendments and/or additions of records to existing applications; composes, types, and mails cover letters for all approved/denied applications, additions and amendments; maintains files for all of the above.
Types special request notices, memos and research documents; assists field staff with any special projects; answers general inquiries from local officials and the general public regarding the Local Records Act, 50 ILCS 205, and Rules and Regulations of the Local Records Commission.
Maintains computer and paper logs of all incoming applications, additions, and amendments by county, agency, and application number, which are updated each month as applications are received, approved, amended, or denied by the Local Records Commissions.
Types monthly agenda and minutes, and prepares meeting packets for the Cook County Local Records Commission; also serves as back-up, when needed, for the Downstate Local Records Commission, typing monthly agenda and minutes, and preparing meeting packets; prepares monthly status reports; maintains files for all of the above.
Performs other duties as required or assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years high school and four years of clerical or related experience in a public or private organization.

Knowledge, Skills and Abilities:

Requires thorough knowledge of business English, clerical methods and techniques.
Requires extensive knowledge of procedural operations, functions and policies of the organizational area of assignment and laws, rules and regulations relative to area of responsibility.
Requires ability to exercise responsible judgment in making decisions in accordance with laws, rules and regulations and to interpret and apply agency policies and procedures.
Requires ability to develop clerical/technical office procedures in compliance with established policies.
Requires ability to express ideas clearly both orally and in writing.
Require willingness to travel and possession of a valid Illinois drivers’ license as required by individual positions within the class.
Requires the ability to lift / carry 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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