Personnel Associate

Illinois Secretary of State; Town of Springfield (WI); On-site; USD 52,000 - 85,000; Full time

Job summary

Illinois Secretary of State in Springfield, IL is seeking a Personnel Associate to handle paraprofessional personnel work for the LOA/Workers’ Compensation unit, including processing FMLA, maintaining confidential medical files, and assisting with inquiries from staff and departments. The role supports leave administration and compliance with personnel rules and policies.

The position requires two years of college (or three years of clerical HR experience), strong office skills, and the ability

Qualifications

• Requires equivalent to two years of college, preferably with courses in public, personnel or business administration.
• Or three years of responsible clerical experience in a personnel or human resources setting.
• Extensive knowledge of office practices, equipment, and personal computers.
• Knowledge of grammar, spelling, and punctuation.
• Ability to interact effectively with employees, management and the public.
• Ability to follow detailed oral and written instructions.
• Ability to present complex ideas clearly in writing and orally.
• Ability to read and comprehend laws, rules, regulations, policies and procedures.

Responsibilities

• Assists in processing of FMLA and leave of absence requests and related functions, including opening files and preparing correspondence.
• Maintains confidential medical files and sorts, files, copies and scans records.
• Handles confidential LOA/Workers’ Compensation correspondence and mails letters and packets.
• Responds to routine inquiries from employees and other staff regarding leaves of absence and related policies.
• Backs up scanning of medical documentation and maintains medical file database.
• Other duties as assigned.

Skills

Office procedures

Grammar & editing

Arithmetic

Organizational administration

Communication skills

Following instructions

Policy comprehension

Education

Two-year college with relevant courses

Public/Personnel/Business Administration courses

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 $7,049 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 working 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.

Application Process:

• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).
  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.