The Role
Review and process corporate filings and related documents for completeness and legal compliance; verify and calculate fees; process payments and enter records into computer systems; prepare rejection correspondence; provide customer service to walk-in and phone customers; produce certified copies and certificates; assist other Business Services sections and fee desk as needed; audit and verify documentation and maintain accurate records.
Summary Generated by Built In
Office of the Illinois Secretary of State Alexi Giannoulias
Job Title: Business Services Specialist
Division: Corporations
Union: SEIU
Location: 2701 S. Dirksen Pkwy. Springfield, IL – Sangamon County
Salary: Range from $4,935 to $8,969 monthly – commensurate with experience.
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs technical work in the review and processing of all corporate documents submitted by business entities and the general public; prepares correspondence relative to documents which have been rejected; responds to routine and technical telephone inquiries pertaining to same; assists other Sections of the Division as required; may serve as back-up to fee desk.
Duties and Responsibilities:
Requires knowledge, skill and mental development equivalent to completion of four years of college preferably with course work in finance, accounting, economics, taxation, mathematics, pre-law, business administration or a related fields PLUS two years of progressively responsible professional experience such as would be gained as a Business Services Representative. Any combination of related education and professional experience in the identified fields may be substituted for the requirement.
Knowledge, Skills and Abilities:
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.
Job Title: Business Services Specialist
Division: Corporations
Union: SEIU
Location: 2701 S. Dirksen Pkwy. Springfield, IL – Sangamon County
Salary: Range from $4,935 to $8,969 monthly – commensurate with experience.
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs technical work in the review and processing of all corporate documents submitted by business entities and the general public; prepares correspondence relative to documents which have been rejected; responds to routine and technical telephone inquiries pertaining to same; assists other Sections of the Division as required; may serve as back-up to fee desk.
Duties and Responsibilities:
- Receives, reviews and processes domestic articles of incorporation, foreign application for certificate of authority, name reservations, transfer of name reservations, name registrations, annual reports, amended annual reports, agent changes, reinstatements, foreign and domestic amendments, articles of dissolution, certificate of withdrawals, certified copies from foreign states, revocation of dissolution, cumulative reports of changes in issued shares, reports following merger, articles of merger, resignation of agent, statement of corrections, petitions for refund, domestications, conversions, assumed name adoptions, assumed name changes and assumed name cancellations on an expedited and routine basis. Documents must be verified for completeness, accuracy and in compliance with state laws, administrative rules and department policy; verifies fees submitted for correctness; processes credit card payments for documents; enters information from documents into computer to create new corporation records; produces evidence of the corporation filing utilizing computer and sends to corporation; prepares correspondence to corporation representatives detailing reasons why documents have been rejected.
- Provides assistance to business entities, walk-in and call-in customers regarding proposed filings of corporate documents; conducts initial name availability reviews of new corporation documents presented by walk-in customers utilizing the computer and knowledge of the Business Corporation Act and General Not For Profit Corporation Act; provides information concerning the status of corporations by reviewing computer records; accurately produces all copies and certificates of good standing within the period (twenty-four hours) mandated by Statute for expedited service. Processes credit card payments submitted in connection with copy requests and balances all copy work daily. Provides excellent customer service in person, through written communications, and through computer-generated customer contact. Returns telephone calls in a prompt and courteous manner. May serve as the back up to the section fee desk.
- Assists the other Business Services sections, as needed, to review, analyze, evaluate, image and process Domestic, Foreign and Not for Profit documents on a limited basis. Assists, as needed, with routine phone duties. Ensure all documents are in compliance with the Business, Limited Liability Company, Not for Profit and UCC Acts prior to processing. May audit, calculate and verify fees relative to documents.
- Performs other duties as required or assigned.
Requires knowledge, skill and mental development equivalent to completion of four years of college preferably with course work in finance, accounting, economics, taxation, mathematics, pre-law, business administration or a related fields PLUS two years of progressively responsible professional experience such as would be gained as a Business Services Representative. Any combination of related education and professional experience in the identified fields may be substituted for the requirement.
Knowledge, Skills and Abilities:
- Requires thorough knowledge of accounting principles and procedures; business practices and terminology.
- Requires extensive knowledge of effective means of communications, Business English, grammar, spelling and arithmetic including percentage calculations.
- Requires working knowledge of modern office methods, practices, procedures and equipment, which may be applicable to the work situation.
- Requires working knowledge of approved modern filing systems, workflow, methods and the limits of their utility.
- Requires skill in the use of computer terminals to enter and extract data.
- Requires skill in analyzing tax documents and records to determine liability.
- Requires ability to understand, interpret, apply and explain statutes, regulations, and financial statements; examine tax statements; maintain files and accounting records; ability to make independent decisions based on procedures and statutes; ability to analyze problems and situations and to take necessary corrective action.
- Requires ability to compile and analyze difficult or complex financial and statistical data, and prepare concise, conclusive reports from such information; ability to compose and type detailed correspondence in the course of official duties; ability to maintain an expected workflow while sustaining a high level of accuracy and thoroughness
- Requires ability to perform difficult accounting calculations and compute fees; ability to handle fast –paced environment; ability to conform to deadlines.
- Requires ability to communicate well with coworkers and to develop and maintain effective working relationships with others; ability to deal with public on phone and in person; ability to express ideas clearly and concisely, both orally and in writing.
- 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).
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.
Skills Required
- Completion of four years of college plus two years of progressively responsible professional experience, or equivalent combination of education and experience
- Coursework in finance, accounting, economics, taxation, mathematics, pre-law, business administration or related fields
- Thorough knowledge of accounting principles and procedures, business practices and terminology
- Extensive knowledge of effective communications, Business English, grammar, spelling and arithmetic
- Working knowledge of modern office methods, practices, procedures and equipment
- Working knowledge of approved filing systems, workflow methods and their limits
- Skill in using computer terminals to enter and extract data and produce certificates/copies
- Skill in analyzing tax documents and records to determine liability and compute fees
- Ability to understand, interpret, apply and explain statutes, regulations, and financial statements
- Ability to compile and analyze complex financial and statistical data and prepare concise reports
- Ability to perform difficult accounting calculations, handle a fast-paced environment, and meet deadlines
- Ability to communicate clearly and courteously with the public and coworkers in person, by phone, and in writing
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The Company
What We Do
The Illinois Secretary of State's office is a government agency responsible for administering essential state services. Its primary duties include overseeing the registration of business entities, managing driver and identification services via the DMV, handling vehicle titles and license plates, and maintaining the Illinois State Library and State Archives to serve the public and preserve historical records.
