Job Details
Office of the Illinois Secretary of State
Alexi Giannoulias
Job Title: Personnel Associate
Division: Employment Services/Benefits
Union: IFT
Location: 501 S Second St, Springfield, IL - Sangamon County
Salary: $3,811.00 to $6,270.00 monthly
Overview:
Performs technical personnel work by participating in the hiring process, prepares necessary documents for the filling of vacancies; service as back-up to the receptionist; maintains personnel position description and ADA paper files and data base; offers jobs; works bid packets from postings; performs background checks; coordinates process for velocity database and contractual badging; performs identification badging function, responds to technical inquiries from employees.
Duties and Responsibilities:
- Participates in the hiring process by assisting the Personnel Specialists with calling the hiring list, mailing letters for interviews, and preparing interview packets for use in the interview process which includes copying all related forms and documents. Prepares and sends correspondence regarding eligibility following the completion of the hiring process, as well as completes EEO Monitor forms for new hires and promotions.
- Makes phone calls to offer jobs to perspective employees that have completed the bid and/or interview process and internal fills; finger prints new hires and contractual employees, explains the signup process, prepares all necessary documents for conditional signup; performs background check, by calling previous employers and/or reviewing personal file, when it is determined all is clear, all necessary signup documentation is prepared and forwarded to Payroll and Benefits.
- Prepares position description forms, posting notices, and other required documentation for the purpose of filling vacancies in accordance with Department of Personnel Rules, Policy Manual, Pay Plan, union contracts, etc; responsible for E-Mailing Posting Notices to the appropriate Personnel/Locations for display and posts the notices on ABE or in the Howlett Building according to the Union Contract language; upon completion of posting requirements gathers bids received and verifies for completeness and correction of information, valid grade and seniority.
- Maintains various files for the division, including but not limited to personnel position description and ADA paper files including audit, current and abolished files by filing descriptions in numerical order by position and Department, Division, Section Unit (DDSU) numbers; maintains personnel position description and ADA databases by adding and linking newly created and/or revised job descriptions and ADA s to the databases and deleting the old; receives reinstatement requests, sends questionnaire and loads pertinent information, such as date received, employee name, classification, department, etc. on computerized spreadsheet, medical files, and insurance files.
- Serves as backup to the receptionists greeting walk-ins and answering the main Personnel phone lines; participates in special projects within the area of responsibility. Responds to routine inquiries from employees seeking advice or knowledge in personnel related matters such as the filling of vacancies, establishment of positions, supporting documentation required, etc., referring to Department of Personnel Rules, Policy Manual, Pay Plan, union contracts, etc.; advises higher-level staff on personnel problems and recommends actions necessary to resolve such problems through compliance with Rules, Pay Plan, Policy Manual, union contracts, etc.
- Coordination of process of velocity database and contractual badging. Coordinates with department and IT on establishing identification numbers and entering information into velocity system and issuing badge. Issues badges to contractual employees, as well as preparation of badges lost, stolen or broken for regular employees. Issues credentials to employees approved to carry them.
- Reviews transfer requests, determines validity of request and sends notice of removal for not valid requests; consults transfer request as part of hiring process.
- 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.
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 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-###-####) or Springfield (217-###-####).
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.