Office Assistant 23-101

Office of the Illinois Attorney General; Chicago (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

Office of the Illinois Attorney General is seeking an Office Assistant for the Chicago West Regional. The role focuses on clerical support, mail handling, data entry, file preparation and information distribution to courts, agencies, and vendors.

Responsibilities also include maintaining docketing materials, organizing files, and ensuring proper disposition of records. Consistent attendance and strong communication skills are essential for success.

Qualifications

• Requires completion of high school or GED.
• Two years of responsible clerical experience.
• Incidental typing with accuracy and consistency.
• Ability to transfer and code data from varied sources accurately.
• Familiarity with a variety of office machines.
• Physical ability to lift files and boxes up to 15 pounds.
• Attendance is essential and good oral and written communication is required.

Responsibilities

• Maintains and distributes office supplies.
• Answers telephones and handles duplication requests.
• Receives, stamps, sorts, files, and distributes incoming correspondence.
• Delivers/retrieves information to/from courts, agencies, vendors and others.
• Prepares folders and labels for new cases or files and manages file space.
• Disposes information per schedules and legal disposition requirements.

Skills

Typing accuracy

Data entry

Oral and written communication

Education

High school diploma or GED

Job description

Posting number: 23-101

Department: Deputy Chief - Administration

Division: Chicago West Regional

Job classification: Office Assistant

Posting type: Open

Categories: Administration, Clerical & Data Entry, Office and Administrative Support

Summary

Maintains and distributes office supplies; answers telephones and completes duplication requests. Receives in-coming correspondence; opens, time or date stamps, sorts, files, distributes, picks up mail. Delivers and retrieves information to/from courts, agencies, vendors, and other outside contacts. Maintains historical information by transferring data from correspondence, documents, memorandums, etc. to a manual or automated docketing system. Prepares folders and labels for new cases or files and determines appropriate space allotment for files or cases. Disposes of information by reviewing document retirement schedules; identifying an aging schedule for files or cases; and reviewing legal requirements for disposition. Performs other related duties as required or assigned that are reasonably within the scope defined above.

Qualifications

Requires completion of 4 years of high school, GED or equivalent and two (2) years of responsible clerical experience including minimal familiarity with computers. Requires incidental typing, with a focus on accuracy and consistency. Requires ability to transfer and code data from a variety of sources with accuracy and consistency. Requires familiarity with a variety of office machines. Physical ability to lift files and boxes of up to 15 pounds. Attendance is an essential function of this position and the ability to maintain satisfactory working relationships with other employees and the general public required. Requires good oral and written communication skills.

Supplemental information

Position requires in office attendance