Correspondence Operator II

Illinois Secretary of State; Springfield (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

The Illinois Secretary of State is hiring a Correspondence Operator II to perform complex clerical duties related to hearing decisions and compliance letters. Responsibilities include generating correspondence, responding to inquiries from the public, and handling sensitive information. The ideal candidate will have strong typing skills, office knowledge, and the ability to follow detailed instructions, assisting in administrative processes vital to the department's operations.

Qualifications

• One year of experience as a Correspondence Operator.
• Knowledge of office practices and procedures.
• Ability to type accurately.

Responsibilities

• Generate hearing decision and compliance letters using a letter generating application.
• Respond to complex telephone inquiries from petitioners and attorneys.
• Process written inquiries and correspondence regarding driving relief applications.

Skills

Typing

Office practices and procedures

Grammar and composition

Following instructions

Basic mathematics

Education

High school diploma

Job description

Office of the Illinois Secretary of State

Alexi Giannoulias

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

Please Note:
To be considered for this vacancy youMUSTestablish eligibility by taking and passing a keyboard typing assessment and a written, multiple-choice examination 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

https://www.ilsos.gov/departments/personnel/employment.html

• Additional information regarding job titles, minimum qualifications, hiring procedures or Community Testing opportunities is available at:

https://www.ilsos.gov/departments/personnel/titles.html

Overview:

Performs a variety of complex clerical duties involving utilizing an application and personal computer to produce hearing decision and compliance letters as well as non-routine letters; generates letters requesting additional information, generating letters of reinstatement, denial and amended decisions for those who failed to comply with requirements, updates database mainframe to reflect type of permit being granted; 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:

• Utilizes a letter generating application to generate hearing decision and compliance letters for both formal and informal hearing files; generates letters requesting additional information; collates the letters for mailing and filing; updates the hearing database on all permit decisions both formal and informal hearing related; files the permit files by hold date in alphabetical order; processes informal hearing files being denied driving relief by proofreading the reviewer's handwritten draft of denial reasons to clearly and accurately convey the reason for denial; makes necessary revisions to ensure letters are grammatically correct and comply with the rules governing the department; maintains database for paragraph inserts by adding new and/or revising paragraphs as required; processes informal hearings being reinstated by analyzing the driving record to determine statutory requirements that must be completed prior to the reinstatement of driving privileges, independently determines the correct letter based on the necessary requirements; updates the notes screen as necessary to assist with phone calls.
• 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.
• Reviews written inquiries received through mail and e-mail, regarding the driving relief application; process and drafts correspondence to provide guidance and compliance with pre-set rules and regulations; responsible for knowledge of the driving record to accurately respond to correspondence, prepare that correspondence for imaging; update notes screen relating to the correspondence.
• Responsible for forwarding hearing files to microfilm after verifying all alcohol-related documents, such as evaluations, treatment and remedial are included in the file to be microfilmed for use at future hearings; extracts documents that have been previously microfilmed to avoid duplication; assists other staff members of same title with loading miscellaneous entries onto the driving record; assists with updated the hearing database with FR and exam results.
• Performs other duties as assigned or required.

Education and Experience:

Requires knowledge, skill and mental development equivalent to the 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.

Application Process:

• Please visithttps://ilsos.applytojob.gov/applyto 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.