Office Assistant 26-41

Office of the Illinois Attorney General; Chicago (IL); On-site; USD 19,000 - 30,000; Full time

Job summary

Office of the Illinois Attorney General seeking an Office Assistant to maintain and distribute supplies, answer calls, and process duplication requests. You will handle incoming mail, stamp, sort, file, and distribute items and support communications with courts, agencies, vendors, and other contacts.

You will transfer data to docketing systems, prepare folders for new cases, and manage file space while ensuring proper disposition according to schedules and legal requirements.

Qualifications

• Requires completion of 4 years of high school, GED or equivalent.
• Incidental typing with accuracy and consistency.
• Ability to transfer and code data from various sources with accuracy.
• Familiarity with a variety of office machines.
• Physical ability to lift files and boxes up to 15 pounds.
• Attendance is essential and good written/verbal communication is required.

Responsibilities

• Maintains and distributes office supplies and answers telephone.
• Receives in-coming correspondence and stamps, sorts, files, and distributes mail.
• Delivers and retrieves information to/from courts, agencies, vendors and outside contacts.
• Maintains historical information by transferring data to docketing system.
• Prepares folders and labels for new cases and manages file space requirements.
• Disposes of information per document retirement schedules and legal dispositions.

Skills

Typing accuracy

Data entry

Communication skills

Education

High school diploma or GED

Tools

Office machines

Job description

Posting number: 26-41

Department: Deputy Chief - Administration

Division: General Law

Job classification: Office Assistant

Posting type: Open

Categories: Clerical & Data Entry, Legal, 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.

Supplemental information

Position requires in office attendance.