OFFICE ASSOCIATE

State-of-Illinois; Springfield (IL); Hybrid; USD 46,000 - 61,000; Full time

Benefits offered by this job

Health benefits

Pension plan

Paid time off

Hybrid work schedule

Job summary

The Department of Central Management Services (CMS) seeks a detail-oriented Office Associate in Illinois. The role supports managers and staff with enrollment, beneficiary elections, payroll changes, and document processing in a hybrid in-office setting.

Requires at least a high school diploma and two years of office experience; keyboarding speed of 45 wpm. Preferred skills include Windows, Word, spreadsheets, databases, imaging software, and mainframe software. Benefits are extensive.

Qualifications

• Requires completion of high school.
• Two years of office experience.
• Ability to keyboard accurately at 45 words per minute (wpm).
• Preferred: familiarity with Windows, MS Word, spreadsheets, databases, imaging software and mainframe software.

Responsibilities

• Perform a wide range of office support tasks for CMS managers and staff.
• Process enrollment, beneficiary elections, payroll and address changes.
• Scan and organize documents; manage scanning equipment and ensure quality output.
• Review deferred compensation forms and verify eligibility via mainframe and web applications.
• Sort and route mail and electronic submissions; file and retrieve information.

Skills

Keyboarding

Windows

Word processing

Spreadsheet

Database

Imaging software

Mainframe software

Education

High school diploma

Tools

Windows

Word processing

Spreadsheet

Database

Imaging software

Mainframe software

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.

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: 58934
Opening Date: 09/22/2026
Closing Date: 10/06/2026
Agency: Department of Central Management Services
Class Title:OFFICE ASSOCIATE - 30015
Skill Option:Keyboarding
Bilingual Option:None
Salary: Anticipated Starting Salary $4,144/monthly; Full Range $4,144 - $5,429/monthly
Job Type: Salaried
Category:Full Time
Number of Vacancies: 1
Bargaining Unit Code:RC014 Clerical Employees, AFSCME
Merit Comp Code:
Work Hours: 8:30 AM - 5:00 PM Monday - Friday
Anticipated Hybrid Work Schedule Availability: 2 to 5 Days per week in office, depending on operational needs
Headquarter Location: 4800 W Wabash Ave, Springfield, Illinois, 62711
Work County: Sangamon Agency Contact: Mahalia Ross

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

Posting ID #58934

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.

State of Illinois Benefits

• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Flexible work schedules (when available and dependent upon position).
• 10 -25 days of paid vacation time annually (10 days for first year of state employment).
• 12 days of paid sick time annually which carryover year to year.
• 3 paid personal business days per year.
• 13-14 paid holidays per year dependent on election years.
• 12 weeks of paid parental leave.
• Pension plan through the State Employees Retirement System.
• Deferred Compensation Program – voluntary supplemental retirement plan.
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP).
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility.

Position Essential Functions

Under direction of the Central Management Services (CMS) Deferred Compensation Operations Manager, performs a wide variety of complex, specialized, and general office support functions for the managers and staff in various areas including, but not limited to enrollment, beneficiary election, contribution changes, payroll changes, address changes, Permissive Service Credits, and Special Catch-Up.

Compiles and prepares documents for scanning, enters information into the database, operates scanning equipment, and makes adjustments to scanner to ensure quality production.

Performs a preliminary review of incoming deferred compensation forms for accuracy and clarity of instruction, researching eligibility through mainframe, web based, and proprietary applications, verifying acceptance of requests through the form approval process.

Files and maintains incoming information and correspondence by opening, sorting, date stamping, preparing for scanning, and distributing both incoming mail and electronic submissions.

• Performs other duties as required or assigned 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 two (2) years of office experience.
• Requires the ability to keyboard accurately at 45 words per minute (wpm).

Preferred Qualifications

• Prefers two (2) years of professional experience with office practices, procedures, and programs.
• Prefers three (3) years of professional experience with computer programs and applications including, but not limited to Windows, word processing, spreadsheet, database, imaging software, and mainframe software.
• Prefers two (2) years of professional experience with operating office equipment such as a personal computer, copy machine, and multi-line telephone.
• Prefers one (1) year of professional experience with the Deferred Compensation Plan (Plan) rules, regulations, and procedures.
• Prefers one (1) year of professional experience with composing and proofreading correspondence.
• Prefers one (1) year of professional experience exercising initiative and making quick judgments regarding Plan procedures.

Conditions of Employment

• Requires completion of a background check and self-disclosure of criminal history.
• Overtime is a condition of employment, and you may be requested or required/mandated to work overtime including scheduled, unscheduled, or last-minute overtime. This may require the ability to work evenings and weekends.
• Requires ability to travel in the performance of duties. Requires a valid driver’s license.
• Requires the ability to use agency technology/equipment (i.e., mobile phone, laptop, etc.) properly in accordance with information security awareness policies and confidentiality guidelines.
• Requires ability to attend seminars, conferences, and trainings to stay current on methods, tools, ideologies, or other industry related topics relevant to the job duties.
• This position is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. This job may require a good deal of walking or standing or involves sitting most of the time with some pushing and pulling of arm or leg controls.

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

About the Agency

Central Management Services (CMS) is the State of Illinois’ central operational support agency, the team that keeps government running smoothly behind the scenes. We provide the essential services that enable more than 80 agencies, boards, and commissions to serve the people of Illinois effectively. As the backbone of state operations, CMS delivers high‑quality, reliable, and forward‑thinking services that help government programs work efficiently and meet the needs of residents statewide.

Our vision is to be the trusted partner dedicated to the success of the State of Illinois through service, optimization, and inclusion. Our mission is to be the accessible agency that delivers essential, effective, and efficient services to State agencies and the people of Illinois. Our core values are: Trusted, Strategic, Effective, Innovative, Responsive, and Inclusive. Through strategic leadership CMS plays a vital role in strengthening the effectiveness of Illinois State government.

• Administrative Hearings
• African Descent-Citizens Reparations Commission
• Statewide Benefits
• Communication and Information
• Diversity and Inclusion
• Fleet Administration
• Labor Relations
• Operational Excellence
• Statewide Personnel
• Property Management
• Strategic Sourcing
• Surplus Equipment Control.

CMS also operates internal service bureaus that support our agency’s own effectiveness and efficiency,

• Internal Audit
• Finance and Management
• Government Affairs
• Human Resources
• Legal Services
• Strategic Transformation

Professionals who join CMS become part of a mission‑driven organization committed to continuous improvement and public service excellence. CMS offers the opportunity to contribute to impactful statewide initiatives, collaborate with skilled and talented colleagues, shape strategic improvements across Illinois government, and support the operational foundation that allows state agencies to better serve the residents of Illinois. CMS is a place for people who want their work to matter; where innovation, service, and inclusion are at the heart of everything we do.

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