Personnel Specialist

Illinois Secretary of State; Springfield (IL); On-site; USD 54,000 - 95,000; Full time

Job summary

The Office of the Illinois Secretary of State in Springfield seeks a Personnel Specialist to coordinate the Workers’ Compensation program, acting as liaison with CMS and the TPA, and ensuring compliance with record retention and OSHA data management.

You will review leave requests, manage return-to-work processes, maintain databases, and collaborate with departments to support employee coverage and timely claim resolution.

Qualifications

• Requires four years of college and two years of professional HR experience.
• Extensive knowledge of office procedures and personnel practices.
• Willingness to travel and possession of a valid Illinois driver's license.

Responsibilities

• Maintains workers’ compensation files with forms, medical records, and logs.
• Reviews and processes FMLA and disability leave requests and informs employees.
• Coordinates return-to-work and manages disability benefits with departments.
• Maintains OSHA database; compiles annual injury/illness statistics.
• Collaborates with TPA, Risk Management, AG, and medical providers on claims.
• Advises on workers’ compensation claims and records; ensures proper documentation.
• Testifies before the Workers’ Compensation Commission when required.

Skills

Office procedures

HR practices

Communication

Education

Bachelor's degree

Job description

Header Information

Office of the Illinois Secretary of State

Alexi Giannoulias

Job Title: Personnel Specialist

Division: LOA - Workers Comp

Union: IFT

Location: 501 S 2nd St, Springfield, IL – Sangamon County

Salary: Range $4,836 to $8,553 monthly – commensurate with experience

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

Overview

Performs professional personnel work as coordinator of the Workers’ Compensation program for the Office of the Secretary of State; serves as liaison with the Department of Central Management Services, Risk Management Division, the State of Illinois’ third party Administration (TPA) for workers’ compensation insurance, and the Office of the Attorney General; ensures all cases are in compliance for record retentions; maintain a database of workers’ compensation claims for Occupation Safety and Health Administration (OSHA); reviews all workers’ comp claims within the agency and confers with departments regarding the work status of employees.

Duties and Responsibilities

• Establishes and maintains workers’ compensation files resulting from on-the-job injury/illness claims filed by Secretary of State employees, including appropriate forms, medical records, correspondence, medical bills, and a log of verbal conversations related to the claim. Gathers appropriate paperwork to file a worker’s compensation claim and submits to the TPA.


• Reviews and approves/denies requests for FMLA and disability leaves of absence in connection with an on-the-job injury/illness. Prepares correspondence concerning leave requests and informs the employee of benefits while on leave; prepares and forwards documents related to employee absences to the TPA.


• Coordinates the return to work of workers’ compensation claimants with the employing departments by notifying the department of the medical provider’s assessment of the employee’s ability to perform the duties of the position; ensures processing of transactions for return to work and stoppage of disability benefits; encourages department management staff to arrange for limited duty where medically necessary; provides job descriptions to medical providers and confers with them and case managers on availability of limited duty.


• Maintains a computerized database of information from workers’ compensation case files as required by the Occupational Safety and Health Administration (OSHA); at end of the year compiles annual log and summary for each work location of all work‑related injuries/illnesses reported and forwards to each department for posting in the work place; compiles statistics from data for the annual “Survey of Occupational Injuries and Illnesses” upon request of the Illinois Department of Public Health. Maintains and authorizes additions and changes to work location database for all work sites throughout the State.


• Confers with TPA and Risk Management personnel, Assistant Attorney Generals, medical providers and other interested parties to ensure all medical procedures related to claims are authorized, performed and billed and that payments related to claims are made in a timely manner; maintains contact with Claims Adjusters and Case Managers to expedite employees’ return to work and closure of claims; recommends Independent Medical Evaluations (IME’s) and Functional Capacity Evaluations (FCE’s) when review of case status warrants such action; monitors TPA payments for accuracy.


• Advises claimants and personnel liaisons in the employing department upon approval of a workers’ compensation claim in order to properly grant and record workers’ compensation “grace time” and “extended benefits” in accordance with the Personnel Rules and Policy Manual; updates appropriate forms filed with the TPA; upon claim denial, notifies the claimant, claimant’s supervisor, the employing department personnel liaison and any medical providers who have submitted medical billing statements.


• Testifies before the Illinois Workers’ Compensation Commission relative to Workers’ Compensation cases. Ensures that all related file documents have been provided to Assistant Attorney General as case progresses.


• Ensures compliance with record retention schedule of all workers’ compensation and OSHA files; prepares files for scanning and obtains authorization from the State Records Commission for destruction of paper and electronic records.


• Performs other duties as required or assigned.

Education and Experience

Requires knowledge, skill and mental development equivalent to completion of four years college and two years of professional personnel or human resources experience in a public or private organization.

Knowledge, Skills and Abilities

• Requires extensive knowledge of office procedures, practices, equipment and personal computers.


• Requires extensive knowledge of personnel/human resources practices and techniques.


• Requires extensive knowledge of composition, grammar, spelling, and punctuation.


• Requires extensive knowledge of the principles of organizational administration and structure.


• Requires working knowledge of arithmetic computations.


• Requires working knowledge of the Secretary of State merit Employment Code, rules, and regulations or equivalent knowledge gained in other merit or civil service settings.


• Requires ability to effectively interact with employees, management personnel, the general public, applicants and other personnel professionals.


• Requires ability to follow detailed oral and written instructions.


• Requires ability to present technical ideas clearly and effectively both orally and in writing.


• Requires ability to read and comprehend laws, rules, regulations, policies and procedures.


• Requires ability to analyze facts and information and draw logical conclusions.


• Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.

Application Process

• Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.


• 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

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.