OFFICE ADMINISTRATOR IV

State of Illinois; Springfield (IL); On-site; USD 57,000 - 80,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Flexible work schedules

Public Service Loan Forgiveness

Job summary

The Bureau of Disability Determination Services (BDDS) within the State of Illinois is hiring a parity-focused Office Administrator IV. The role ensures compliance with SSA/DDS standards, manages complex office support functions, and oversees case intake and assignments for disability claims.

As a working supervisor, you will coordinate with multiple teams, supervise staff, and generate management reports while ensuring smooth operations across HQ and field offices in Illinois.

Qualifications

• Two years of office experience or completion of secretarial/business college.
• Ability to keyboard 30 wpm.
• Strong written and verbal communication skills.

Responsibilities

• Oversee SSA/DDS guidelines for proper case entry and assignment.
• Coordinate with managers, professionals, and clerical staff.
• Monitor DCPS software for claims intake and assignment.
• Train new staff and monitor work output.
• Serve as liaison between Bureau and SSA field office and external partners.

Skills

keyboard 30 wpm

stakeholder communication

staff training

Education

Secretarial/Business college training

High school + 4 years office experience

Job description

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at [e-mail] or call [phone] for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status), nor is the State able to provide extensions of optional practical training (OPT) under the STEM-designated degree program for F-1 students. To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history. Employment decisions are not made based on an applicant’s wage or salary history. To that end, please do not include wage or salary information in your resume or other profile or application materials.

Job Requisition ID: 59296
Opening Date:10/27/2026
Closing Date:11/10/2026
Agency:Department of Human Services
Class Title:OFFICE ADMINISTRATOR IV - 29994
Skill Option:Keyboarding
Bilingual Option:None
Salary:Anticipated Salary: $5,127 - $7,135 per month ($61,524 - $85,620 per year)
Job Type:Salaried
Category:Full Time
Number of Vacancies:1
Bargaining Unit Code:RC028 Paraprofessional Human Services Employees, AFSCME
Merit Comp Code:
Work Hours: Mon - Fri, 8:00am - 4:30pm; 1-hour unpaid lunch
Anticipated Hybrid Work Schedule Availability: It is required that a person reports to the headquarters on this job position as necessary (could be weekly, monthly, or other schedule) dependent on operational need
Headquarter Location: 100 N 1st St , Springfield, Illinois, 62702

Division of Rehabilitation Services

Bureau of Disability Determination Services

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

While not required,a Resume/Curriculum Vitae (CV) is recommended. When applicable, titles that require specific coursework, professional license or certification will include a notation requesting the appropriate document(s) be uploaded in the Additional Documents section of your application. Failure to upload requested transcripts, license and/or proof of certification when specified may result in ineligibility. Please note that the Department of Human Services must verify proof of higher education for any degree earned (if applicable) regardless of vacancy title before any offer can be extended.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Why Work for Illinois?

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 employees can take advantage of various avenues to advance their careers and realize their dreams. Our top-tier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.

Position Overview

The Bureau of Disability Determination Services (BDDS) is seeking to hire a position to utilize job knowledge and experience to ensure compliance with Social Security Administration (SSA)/Disability Determination Services (DDS) standards and procedures to resolve and perform highly technical and specialized functions in establishing claims in the Disability Claims Processing System (DCPS) for assignment purposes to Disability Claims Adjudicators. This position directs the work of subordinate staff involved in performing a variety of highly specialized, complex, and technical office support functions for maintaining data on disability claims for the Social Security Administration and the Bureau of Disability Determination Services; utilizes automated office equipment and software applications for the purposes of claims control and statistical and management reports; trains new and experienced staff and monitors work product; oversees Bureau wide automatic and manual case assignment to Adjudicative staff and Technical staff adjudicating disability claims; maintains case level and case assignment totals under direction provided by Adjudication Services; and serves as liaison between different levels of the Bureau and SSA field office staff, as well as liaison to outside case processing components and out-of-state case processing components.

Essential Functions

• Performs complex, specialized paraprofessional/technical functions supporting the Bureau’s operations/programs by overseeing set Social Security Administration (SSA)/Disability Determination Services (DDS) guidelines for proper claim entry and adequate claim assignment to adjudicative staff and technical staff within the DDS.
• Monitors compliance of the DDS regulations, procedures, and operations.
• Serves as working supervisor.
• Confers with Bureau managers, professional staff, and clerical personnel to coordinate the Case Intake functions with Bureau programs or projects, as well as Information Systems (IS) personnel to effect software application changes, problem resolution and definition.
• Monitors the effectiveness and functionality of DCPS software concerning claims intake and claims assignment.
• Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of two (2) years of study at a secretarial or business college and two (2) years of office experience OR Completion of high school and four (4) years of Office Assistant experience OR four (4) years independent business experience.
• Requires ability to keyboard accurately at 30 wpm.

Preferred Qualifications

• Two (2) years of experience directing and supervising the work of clerical support office staff.
• Three (3) years of experience utilizing program operations and policies for a human services organization.
• Three (3) years of experience utilizing office procedures and programs for a public or private organization.
• Three (3) years of experience communicating with stakeholders relative to case intake issues in person and in an electronic environment.
• Two (2) years of experience in providing training to staff.

Conditions of Employment

• Requires the ability to utilize office equipment, including a personal computer.

Requires ability to pass a federal employment background check. Individuals selected for positions with the Illinois Disability Determination Service (DDS) must go through a complete federal background investigation suitability determination by the Social Security Administration. Those individuals meeting the state requirements for employment must first complete the federal background investigation prior to their start date. This is necessary to determine whether an employee can be issued credentials in order to have access to the Social Security Disability data, records and systems. Further details will be provided during the pre-employment background check process.

* All conditions of employment listed are incorporated and related to any of the job duties as listed in the job description.

About the Agency

The Illinois Department of Human Services uplifts individuals and communities across Illinois. Our mission is to respond to the needs of all people in Illinois so they can lead healthy, safe, and enriched lives. Our vision is the future we are shaping with dignity and the well-being for everyone in Illinois. Our values are the principles that guide us as we work to remove systemic barriers and create lasting opportunities with Compassion, Accessibility, Responsibility, and Equity.

As a State of Illinois employee, you will receive a robust benefit package that includes the following:

• Competitive Group Insurance Benefits including Health, Life, Dental and Vision Insurance
• 3 Paid Personal Business Days annually
• 12 Paid Sick days annually (Sick days carry over from year to year)
• 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
• Benefit time modified for part-time, 12-hour, & non-standard work schedules (as applicable)
• 13 Paid Holidays annually, 14 on even numbered years
• Flexible Work Schedules (when available dependent upon position)
• 12 Weeks Paid Parental Leave
• Deferred Compensation Program - A supplemental retirement plan
• Optional Pre-Tax Programs such as Medical Care Assistance Plan (MCAP), Dependent Care Assistance Plan (DCAP)
• Federal Public Service Loan Forgiveness Program eligibility
• GI Bill®Training/Apprenticeship Benefits eligibility for qualifying Veterans
• 5% Salary Differential for Bilingual Positions

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).