Office Assistant 26-32

Office of the Illinois Attorney General; Chicago (IL); On-site; USD 32,000 - 42,000; Full time

Job summary

Office of the Illinois Attorney General in Chicago seeks an Office Assistant to maintain and distribute office supplies, answer calls, and manage correspondence. The role involves filing, docketing support, and liaison with courts and external contacts, handling disposition of records, and general clerical tasks.

The position requires high school completion or GED with two years of clerical experience, basic typing accuracy, and ability to lift up to 15 pounds.

Qualifications

• Requires completion of 4 years of high school, GED or equivalent and two years of responsible clerical experience.
• Requires incidental typing with a focus on accuracy and consistency.
• Requires ability to transfer and code data from various sources with accuracy and consistency.
• Familiarity with a variety of office machines.
• Physical ability to lift files and boxes up to 15 pounds.
• Requires good oral and written communication skills.

Responsibilities

• Maintains and distributes office supplies.
• Answers telephone 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 to a docketing system.
• Prepares folders and labels for new cases or files and determines space allotment.
• Disposes of information by reviewing retirement schedules and disposition requirements.
• Performs other related duties within the scope defined above.

Skills

Clerical experience

Data entry

Telephone etiquette

Office machines

Communication skills

Education

High school diploma or GED

Job description

Posting number: 26-32

Department: Deputy Chief - Administration

Division: Revenue Litigation - Chicago

Job classification: Office Assistant

Posting type: Open

Categories: Clerical & Data Entry, Office and Administrative Support

Summary

Maintains and distributes office supplies; answers telephone 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.

Examples of duties

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.