Front Desk Receptionist-Medical Office

State of Illinois; Springfield (IL); On-site; USD 36,000 - 46,000; Full time

Benefits offered by this job

Health, Life, Dental and Vision

Paid holidays

Flexible work schedules when available

Retirement/pension benefits

Bilingual salary differential

Job summary

Office of the State Fire Marshal is seeking a Front Desk Receptionist to greet staff and visitors, answer and route calls, and assist divisions with entry-level office tasks. You will also support FOIA requests, mail management, and weather alerts dissemination.

The role requires a high school completion and at least 1 year of related office experience; preference for public safety exposure and building security experience. This is a fully in-office, union position with strong benefits.

Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of high school and one (1) year related office experience.
• Prefers one (1) or more years of experience working for a fire service or public safety organization focused on fire/life safety or emergency response.
• Prefers four (4) years of experience working in a professional office-setting as a front desk receptionist, answering incoming phone calls and assisting walk-in visitors.
• Prefers one (1) year of experience as a receptionist facilitating front-facing security protocols and utilizing a building security system.
• Prefers four (4) years of experience utilizing a document management system to store and manage digital and physical documents.
• Prefers four (4) years of experience handling sensitive and confidential data/information in an office setting.
• Prefers three (3) or more years of professional office experience preparing, typing, and proofing various types of reports and correspondence.

Responsibilities

• Greet employees and visitors and route incoming calls.
• Prepare and format materials for agency divisions (records, reports, correspondence).
• Assist with OSFM mail routing and FOIA requests.
• Monitor weather radio and disseminate time-sensitive alerts per guidelines.

Skills

Reception duties

Phone handling

Customer greeting

Office coordination

Education

High school diploma equivalency

Tools

Document management system

Building security system

Job description

Agency: Office of the State Fire Marshal

Class Title: OFFICE ASSISTANT - 30010

Category: Full Time

Bargaining Unit Code: RC014 Clerical Employees, AFSCME Work Hours: Monday through Friday 8 AM - 4 PM

Anticipated Hybrid Work Schedule Availability: Not available, fully in office

Headquarter Location: 1035 Stevenson Dr, Springfield, Illinois, 62703

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

Working with the State of Illinois is a testament to the values of compassion, equity, and dedication that define our state. Whether you’re helping to improve schools, protect our natural resources, or support families in need, you’re part of something bigger—something that touches the lives of every person who calls Illinois home.

No matter what state career you’re looking for, we offer jobs that fit your life and your schedule—flexible jobs that provide the gold standard of benefits. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

The Office of the State Fire Marshal (OSFM) is accepting applications to fill the position of Front Desk Receptionist. The agency is seeking to hire an upbeat, friendly candidate who would enjoy greeting employees and visitors to the agency while answering and properly routing incoming phone calls. The candidate will also assist agency divisions with various entry level office duties as needed. As the Office Assistant and employee of the State of Illinois, the selected candidate will have access to state healthcare, benefits, and a pension plan. Under direction, serves as the Office of the State Fire Marshal (OSFM) Front Desk Receptionist, managing front-desk operations and serving as the primary point of contact to welcome visitors and staff.

Drafts and formats a variety of materials including records, reports, correspondence, and other documents for agency divisions and performs research when requested.

Provides assistance with incoming OSFM mail, ensuring timely and proper routing to agency divisions.

Provides support to OSFM Legal Division with Freedom of Information Act (FOIA) requests.

Monitors weather radio and provides assistance with the dissemination of time-sensitive alerts to notify staff of deteriorating weather conditions according to agency guidelines.

Requires knowledge, skill, and mental development equivalent to completion of high school and one (1) year related office experience.

Prefers one (1) or more years of experience working for a fire service or public safety organization focused on fire/life safety or emergency response.

Prefers four (4) years of experience working in a professional office-setting as a front desk receptionist, answering incoming phone calls and assisting walk-in visitors.

Prefers one (1) year of experience as a receptionist facilitating front-facing security protocols and utilizing a building security system.

Prefers four (4) years of experience utilizing a document management system to store and manage digital and physical documents.

Prefers four (4) years of experience handling sensitive and confidential data/information in an office setting.

Prefers three (3) or more years of professional office experience preparing, typing, and proofing various types of reports and correspondence.

Overtime is a condition of employment and you may be requested to work overtime including scheduled, unscheduled, or last-minute overtime.

The Office of the Illinois State Fire Marshal (OSFM) is dedicated to working with our partners and providing assistance to the fire service in the protection of life, property, and the environment through communication, inspection, investigation, certification, and licensing. The OSFM is committed to fostering a work environment that values diversity, equity, and inclusion.

The Office of the Illinois State Fire Marshal (OSFM) is dedicated to working with our partners and providing assistance to the fire service in the protection of life, property, and the environment through communication, inspection, investigation, certification, and licensing. The OSFM is committed to fostering a work environment that values diversity, equity, and inclusion.

A Pension Program

• Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
• 3 Paid Personal Business Days annually
• Personal, Sick, & Vacation rates modified for 12-hour & part-time work schedules (as applicable)
• 13 Paid Holidays annually, 14 on even numbered years
• Flexible Work Schedules (when available dependent upon position)
• Deferred Compensation Program - A supplemental retirement plan
• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
• GI Bill® Training/Apprenticeship Benefits eligibility for qualifying Veterans
• 5% Salary Differential for Bilingual Positions