Office Assistant - Operations

Illinoiscomptroller; Springfield (IL); On-site; USD 10,000 - 60,000; Full time

Job summary

A leading state agency in Illinois is seeking a motivated Office Assistant to support the Office Administrator III. The successful candidate will manage communication, documentation, and provide essential support in hearings, contributing to the agency's mission of enhancing public safety and efficiency.

Benefits

Flexible work hours

Comprehensive benefits package

Qualifications

• Requires high school completion and one year of office experience.
• Ability to keyboard accurately at 35 wpm is necessary.

Responsibilities

• Keyboards minutes for final determinations by a hearing officer.
• Logs, scans, and indexes documents for the Docuware system.
• Travels to correctional facilities for hearings.

Skills

Keyboarding

Communication

Attention to Detail

Education

High School Diploma

Tools

Microsoft Office

Job description

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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). 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:47934
Closing Date: 07/03/2025
Agency:Illinois Prisoner Review Board
Class Title:OFFICE ASSISTANT - 30010
Skill Option:Keyboarding
Bilingual Option:None
Salary: Anticipated Starting Salary (Effective 7/1/2025) $3,802 a month; Full Range $3,802 - $4,880 a month
Job Type: Salaried
Category:Full Time
County: Sangamon
Number of Vacancies: 1
Bargaining Unit Code:RC014
Merit Comp Code:

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

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.

REQ #47934

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 Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Office Assistant working directly under Office Administrator III in the Operations Unit. The Office Assistant will keyboard minutes for final decisions on various final determination hearings, send out notifications of hearings to facilities, review and respond to incoming correspondence from youth and adult offenders, provide support to the supervisor preparing files for final revocation hearings, serves as a rotating receptionist, and logging, scanning and indexing documents for Docuware system. The ideal candidate will be able to work well with the public, staff and Senior Management. We invite those interested in public safety to apply.

Essential Functions

• Keyboards minutes for various final determinations made by a hearing officer and board members.
• Assigns and tracks hearing dates and attorneys for individuals in custody; sends out notifications of the assignment, hearing date and time to individual in custody, attorneys, hearing officers and facilities.
• Provides support to the Supervisor in preparing files for parole decisions, parole and release violator cases and preliminary hearings by ensuring appropriate materials are available.
• Serves as a receptionist.
• Lifting and carrying boxes up to 20lbs. to prepare documents for filing in the central filing system or DocuWare electronic filing system.
• Travels to Illinois Department of Corrections and Illinois Department of Juvenile Justice facilities to assist in multiple types of hearings, i.e. revocation hearings, preliminary hearings, MH hearings and Morales hearings.
• Performs other duties 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 high school.
• Requires on (1) year of related office experience.
• Requires the ability to keyboard accurately at 35 wpm.

Preferred Qualifications

• Prefers working knowledge of office practices, procedures and programs.
• Prefers working knowledge of grammar, spelling and punctuation.
• Prefers the ability to follow oral and/or written instructions.
• Prefers the ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment

• Requires the ability to travel statewide to Illinois Department of Corrections facilities which could include overnight stays.
• Requires the ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.
• Requires possession of a current valid appropriate driver's license.
• Requires the ability to life and carry up to 20 lbs.
• The 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 Prisoner Review Board's mission is to function under statutory authority as a quasi-judicial body with a primary focus on public safety. It further acts as a checks and balances on other state and local institutions. The Board imposes release conditions for incarcerated individuals who are exiting penal facilities, revokes and restores good conduct credits from inmates and conducts hearings to determine whether parolees have violated conditions of parole. The Board also notifies victims and their families when an inmate is about to be released from custody. Finally, the Board makes confidential recommendations to the Governor relative to clemency petitions. To learn more about our agency Click Here .

Work Hours: 8:30 a.m. to 5:00 p.m.
Work Location: 1001 N Walnut St, Springfield, Illinois, 62702
Agency Contact: Nikki Damhoff
Email: [e-mail]
Phone #: [phone]
Posting Group: Office & Administrative Support; Public Safety

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

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so.

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of theIllinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the “View Profile” link in the top right of theIllinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses: