Office Specialist - Licensings Unit (UMP)

About the role

The Office Specialist position is in the downtown Chicago office of the Illinois Department of Labor, at 115 S. LaSalle Street. It reports to the Licensing Unit Manager and reviews licensing and permit applications submitted to the department and tracks them in the online system. The position is salaried, full time, 8:30 am to 5:00 pm Monday to Friday, with a hybrid schedule of 4 to 5 days per week in the office, and is open to bilingual candidates.

Key responsibilities

• Assist with processing licenses and permits under the Private Employment Agency Act, Nurse Agency Licensing Act, One Day Rest in Seven Act, Child Labor Law, Day and Temporary Labor Services Act and other acts enforced by the department.
• Perform paraprofessional tasks to help enforce and administer the Illinois Wage Payment and Collection Act, Minimum Wage Law, Child Labor Law, One Day Rest in Seven Act, Nurse Agency Licensing Act and other acts administered by the department.
• Use a variety of databases and computer systems.
• Maintain division files, electronic and hard copy, according to archival schedules.
• Serve as backup to the Chicago reception.
• Perform other reasonable duties as required or assigned.

Required profile

• Knowledge, skill and mental development equivalent to two years of secretarial/business college and one year of office experience, or high school plus three years of office experience, or three years of independent business experience.
• Ability to keyboard accurately at 30 wpm.
• Preferred: two years of experience in a paraprofessional, technical or administrative support role; two years of extensive experience with Microsoft programs (Excel, Outlook, Word, SharePoint); one year of experience applying policies, procedures and regulations in a complex organization; one year of experience managing a heavy workload.
• Qualifying state employees in the Upward Mobility Program may earn a certificate of proficiency instead of the stated requirements.

Required skills

• Keyboarding at 30 wpm
• Microsoft Excel, Outlook, Word and SharePoint (preferred)

What we offer

• Starting salary of $4,568 per month, range $4,568-$6,133 per month.
• Group health, life, dental and vision insurance, and life insurance.
• Deferred compensation and pension through the State Employees Retirement System.
• 10-25 days of paid vacation, 12 days of paid sick time, 3 paid personal days, 13-14 paid holidays and 12 weeks of paid parental leave.
• Flexible schedules and optional pre-tax programs (MCAP and DCAP).

Overtime is a condition of employment and may require evening and weekend work. The position is light work and requires a background check and self-disclosure of criminal history. Applicants must apply electronically through the State of Illinois careers website; this is a union position.