OFFICE ASSOCIATE, OPT. SS1

Position Overview

Under direction, performs a variety of complex and specialized confidential processes regarding vital records; applies laws, regulations and agency policies necessary to process delayed birth records, amends birth and death records, makes independent decisions within the scope of the assigned area of responsibility, exercising independent judgement in making determinations on various important vital records and problems which do not involve deviation from established policies and procedures. Speaks and writes Spanish at a colloquial skill level, to members of the Spanish speaking community.

Benefits Statement

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources

These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Essential Functions

• Converses with Spanish-speaking applicants in person, by telephone or in writing to a variety of inquiries requiring knowledge of the Illinois Vital Records Act and Code necessary to process requests for vital records, to make amendments to birth or death records to create a new or delayed birth record.
• Reviews requests to determine if provisions of the Vital Records Act and Code have been met for eligibility and acceptability or validity of the case from the applicant’s correspondence, any court orders issued and Agency policies.
• Responds to inquiries of a technical nature to applicants citing necessary supportive documentation when it is determined that the applicant’s request cannot be processed or completed because of ineligibility or lack of sufficient data.
• Certifies official documents needed to obtain passports, driver’s licenses, obtain social security benefits, probate wills, etc.
• Amends original birth and death records or creates a new birth record and seals original file in accordance with the Vital Records Act and Code after review for compliance.
• Assists with opening, reading, sorting, distributing and mailing of all correspondence received in the Division of Vital Records, filing and pulling of files, pulling and copying of original birth records.
• Performs other duties as required or assigned which are reasonably within the scope of those enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to the completion of high school.
• Requires two (2) years of office experience.
• Requires the ability to speak and write Spanish at a colloquial skill level.

About the Agency

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.