Personnel Associate

Illinois-Secretary-of-Stat; Springfield (IL); On-site; USD 48,000 - 53,000; Full time

Job summary

Office of the Illinois Secretary of State is seeking a Personnel Associate in Springfield to perform paraprofessional personnel work within the LOA/Workers' Compensation Unit. Responsibilities include handling confidential medical files, responding to routine inquiries, and directing calls and visitors to appropriate staff.

Primary duties involve processing FMLA and LOA requests, maintaining confidential records, and supporting scanning and database upkeep.

Qualifications

• Requires knowledge of office practices and procedures.
• Strong grammar, spelling and punctuation.
• Basic arithmetic computations required.
• Understanding of organizational administration principles.
• Ability to interact effectively with staff and the public.
• Ability to follow detailed oral and written instructions.
• Ability to present complex ideas clearly in writing and speech.

Responsibilities

• Assist in processing of FMLA and LOA requests and related communications.
• Maintain confidential medical files and filing systems; retrieve and scan records.
• Prepare confidential correspondence and mail LOA/Workers' Compensation packets.
• Serve as receptionist backup; answer phones and greeting visitors; respond to inquiries.
• Scan and categorize medical documents; maintain medical file database.
• Other duties as assigned.

Skills

Office practices

Grammar

Arithmetic

Orga nizational basics

Interpersonal skills

Written and oral comms

Education

Two years of college (public, personnel or business administration)

Job description

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title

Personnel Associate

Division

LOA/Workers Comp

Union

IFT

Location

501 S 2nd St, Springfield, IL - Sangamon County

Salary

Range $4,336 to $4708.33 monthly - commensurate with experience

Benefits

https://cms.illinois.gov/benefits/stateemployee.html

Overview

Performs paraprofessional personnel work for Employment Services Section, Leave of Absence (LOA) and Workers' Compensation Unit; responds to routine inquiries and/or directs calls and visitors to appropriate staff; receives, prepares, scans and maintains confidential medical files by determining the purpose of the documents and the appropriate category in accordance with established policies and procedures where the application of laws, rules, regulations, policies is established and well defined; handles various confidential correspondence; files medical related documents for unit; assist with reviewing various reports verifying usage is in compliance with Department of Personnel Rules, policies and procedures.

Duties and Responsibilities

• Assists in processing of FMLA and leave of absence requests and related functions which can include but is not limited to opening files, preparing correspondence, emails, and other notices to departments and employees, and filing paperwork once completed; handles employee questions relating to general inquiries regarding FMLA leave and disability leaves of absences as assigned by supervisor.
• Maintains confidential medical files for section, including sorting and filing leave-related documents; retrieves documents as requested; copies and scans records and passes onto requesting personnel.
• Handles various confidential correspondence for the Unit, including reviewing correspondence for accuracy prior to mailing; mails LOA and/or Workers' Compensation letters and packets to employees.
• Serves as backup to the receptionist greeting walk-ins and answering the phone lines; responds to routine inquiries from employees seeking advice or knowledge in personnel related matters; responds to inquiries from other department staff, employees, management and personnel liaisons on the applicant of the Department of Personnel Rules, the Merit Employment Code and Policies and procedures governing the transition process with regard to leaves of absence and the Family Medical Leave Act.
• Receives and prepares confidential medical files for scanning into database by determining the purpose of the documents and the appropriate category in accordance with established policies and procedures where the application of laws, rules, regulations, policies is established and well defined; Serves as back up for scanning medical documentation and maintaining medical file database for section.
• Other duties as assigned.

Education and Experience

Requires knowledge, skill and mental development equivalent to completion of two years of college preferably with courses in public, personnel or business administration, human development counseling, employee relations or employment law or three years of responsible clerical experience in a personnel or human resources setting.

Knowledge, Skills and Abilities

• Requires extensive knowledge of office practices and procedures, equipment and personal computers.
• Requires extensive knowledge of composition, grammar, spelling, and punctuation.
• Requires extensive knowledge of arithmetic computations.
• Requires elementary knowledge of the principles of organizational administration and structure.
• Requires ability to effectively interact with employees, management, the general public, applicants and other personnel professionals.
• Requires ability to follow detailed oral and written instructions.
• Requires ability to present complex ideas clearly in both written and oral form.
• Requires ability to read and comprehend laws, rules, regulations, policies and procedures.

Equal Employment Opportunity

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.

Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.