Under direction, performs office support functions for the Field Services Division; performs coordinative functions necessary for the operation of the statewide retirement workshop program. Responsibilities include scheduling meeting space, contracting resource personnel, enrolling attendees and maintaining records necessary to support the retirement counseling programs; composes and types replies to routine correspondence and requests for information.
As the Agency training coordinator, prepares and maintains schedules, tracking systems, records and reports to ensure compliance with policies, confers with management to coordinate training participation and scheduling for each of the four types of seminars held throughout the state; reserves facilities; sets calendar year schedule for seminars; prepares and types confirmation letters to resource personnel and facilities; Enrolls members and annuitants in the agency retirement seminars; maintains system to control attendance at each seminar; sets computer tickler files that generate workshop reservation acknowledgments and computer generated reminder letters to participants and retirement coordinators; generates member statement of account from data base for each participant prior to workshop; Serves as liaison with Chicago Office to arrange for the preparation, production and delivery of materials for special meetings.
Provides office support functions for the Field Services Division types a variety of correspondence, reports or other hand written hard copy; reads, sorts and delivers incoming mail; schedules appointments; makes travel and meeting arrangements for Division staff members; prepares travel vouchers; receives, screens and routes Division Manager's mail; screens telephone calls.
Compiles survey results from attendees and speakers at various types of seminars and types report for the Manager; assists in budget projection by providing data pertaining to the pre and post retirement workshops; acts as training coordinator when scheduling seminars with attorneys, financial planners, Social Security representatives, Retirement Coordinators, and members, providing information concerning methods and procedures relating to the Field Services Program.
Coordinates work flow to and from the Manager; monitors projects, surveys, and seminars assigned to the field services representatives to assure proper and timely completion, advising Manager of project's status, problems or other concerns; compiles data and information used to produce handouts and workbooks for the Retirement Planning Seminars; receives, compiles, assembles and proofreads documents used by resource personnel in the Retirement Planning Seminars; updates Agency Coordinator's Manual and Field Services Manual, editing for correctness of form and content; Maintains the official signature file for state agency coordinators and payroll clerks who are authorized by their agency head to sign retirement forms for submission to SRS.
Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.
Minimum Requirements:
Requires knowledge, skill and mental development equivalent to two years of secretarial/business college or completion of high school and two years of related office experience or two years of independent business experience.
Requires extensive knowledge of office practices, procedures and programs.
Requires extensive knowledge of composition, grammar, spelling and punctuation.
Requires ability to follow oral and written instructions.
Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
Requires extensive knowledge of agency programs and rules and regulations.
Requires working knowledge of computer programs/language.
Requires the ability to type accurately at 30 wpm.
Requires ability to apply human relations skills in interaction with management, private industry resources, and members.
Requires ability to communicate clearly and effectively both orally and in writing.
Work Hours & Location/Agency Contact:
8:00 AM - 4:30 PM, Monday through Friday
State Retirement Systems, 2101 S. Veterans Parkway, Springfield, IL 62704
Applicants need to submit a Bid Form, CMS 100 Application and a current copy of grade notice to Kelley Gray by the closing date. Faxes are accepted.
Non-State employees must apply below.
How to Apply:
This position may require a current grade from Central Management Services (CMS), Division of Examining and Counseling, to be deemed qualified and available for employment consideration. For more information, please refer to the Work4Illinois website at Work.Illinois.Gov and select 'Application Procedures'. Additional information may also be obtained from the Agency Contact listed above or by contacting CMS, Division of Examining and Counseling at Work4Illinois@Illinois.gov or (217) 782-7100, (217) 785-3979 (TDD/TTY), (800) 526-0844 (TTY Only)
State of Illinois - 12 months ago
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