Personnel Associate - Illinois Secretary of State

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Personnel Associate
Division:     Chicago Operations
Union:         IFT
Location:    Chicago, IL – Cook County

Salary:        $3,989.00 to $7,648.00 monthly
          
Overview: 
Performs technical personnel work for the Secretary of State’s Office by gathering pertinent documentation for the processing of the personnel transactions involving internal movements and processing eligible lists;  Serves on onboarding team for sign ups and for New Employee Orientation, including gathering of documentation and fingerprinting of applicants; monitors test room, responding to questions from applicants, participating in offsite testing as directed, and enters grades in database; assists with making testing appointments, answering questions relative to testing procedures; serves as backup receptionist for front desk; assists with special projects.
Duties and Responsibilities:

• Assists with hiring process through filling of positions by eligible list and applications; serves role as member of on boarding and new orientation teams by handling sign-ups, assists with training program for new employees.
• Handles the operation of the test room in Chicago as well as will handle community testing sites or work at satellite sites at DMV locations, by traveling to DMV locations to cover operations as directed.
• Processes internal movements of personnel transactions through contact with employees for execution of paperwork, as well as paperwork due the submission of bids.
• Serves as receptionist for front desk answering the phone, handling walk in customers and testers, giving instruction on hiring process, as well as referring calls to appropriate staff.
• Assists staff with special projects; prepares materials and documents necessary to complete transactions.
• Performs other duties as required or assigned.

Specific Skills:

• 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 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.
• Requires a willingness to travel and a valid Illinois Driver’s license.
• Requires the ability to lift and carry 0 to 10 lbs.

Education and Work Experience:
Requires knowledge, skill and mental development equivalent to the completion of two (2) years of college, preferably with courses in public, personnel or business administration, human development counseling, employee relations or employment law OR three (3) years of responsible clerical experience in a personnel or human resources setting.
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 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.

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