The Role
Processes FMLA, leave of absence, and workers’ compensation documentation; maintains confidential medical files; prepares correspondence; answers employee and department inquiries; scans and retrieves records; and applies established personnel rules, policies, and procedures.
Summary Generated by Built In
Office of the Illinois Secretary of State Alexi Giannoulias
Job Title: Personnel Associate
Division: LOA/Workers Comp
Union: IFT
Location: 501 S 2nd St, Springfield, IL - Sangamon County
Salary: Range $4,336 to $4708.33 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs paraprofessional personnel work for Employment Services Section, Leave of Absence (LOA) and Workers’ Compensation Unit; responds to routine inquiries and/or directs calls and visitors to appropriate staff; receives, prepares, scans and maintains confidential medical files by determining the purpose of the documents and the appropriate category in accordance with established policies and procedures where the application of laws, rules, regulations, policies is established and well defined; handles various confidential correspondence; files medical related documents for unit; assist with reviewing various reports verifying usage is in compliance with Department of Personnel Rules, policies and procedures.
Duties and Responsibilities:
Requires knowledge, skill and mental development equivalent to completion of two years of
college preferably with courses in public, personnel or business administration, human development counseling, employee relations or employment law or three years of responsible clerical experience in a personnel or human resources setting.
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: Personnel Associate
Division: LOA/Workers Comp
Union: IFT
Location: 501 S 2nd St, Springfield, IL - Sangamon County
Salary: Range $4,336 to $4708.33 monthly – commensurate with experience
Benefits: https://cms.illinois.gov/benefits/stateemployee.html
Overview:
Performs paraprofessional personnel work for Employment Services Section, Leave of Absence (LOA) and Workers’ Compensation Unit; responds to routine inquiries and/or directs calls and visitors to appropriate staff; receives, prepares, scans and maintains confidential medical files by determining the purpose of the documents and the appropriate category in accordance with established policies and procedures where the application of laws, rules, regulations, policies is established and well defined; handles various confidential correspondence; files medical related documents for unit; assist with reviewing various reports verifying usage is in compliance with Department of Personnel Rules, policies and procedures.
Duties and Responsibilities:
- Assists in processing of FMLA and leave of absence requests and related functions which can include but is not limited to opening files, preparing correspondence, emails, and other notices to departments and employees, and filing paperwork once completed; handles employee questions relating to general inquiries regarding FMLA leave and disability leaves of absences as assigned by supervisor.
- Maintains confidential medical files for section, including sorting and filing leave-related documents; retrieves documents as requested; copies and scans records and passes onto requesting personnel.
- Handles various confidential correspondence for the Unit, including reviewing correspondence for accuracy prior to mailing; mails LOA and/or Workers’ Compensation letters and packets to employees.
- Serves as backup to the receptionist greeting walk-ins and answering the phone lines; responds to routine inquiries from employees seeking advice or knowledge in personnel related matters; responds to inquiries from other department staff, employees, management and personnel liaisons on the applicant of the Department of Personnel Rules, the Merit Employment Code and Policies and procedures governing the transition process with regard to leaves of absence and the Family Medical Leave Act.
- Receives and prepares confidential medical files for scanning into database by determining the purpose of the documents and the appropriate category in accordance with established policies and procedures where the application of laws, rules, regulations, policies is established and well defined; Serves as back up for scanning medical documentation and maintaining medical file database for section.
- Other duties as assigned.
Requires knowledge, skill and mental development equivalent to completion of two years of
college preferably with courses in public, personnel or business administration, human development counseling, employee relations or employment law or three years of responsible clerical experience in a personnel or human resources setting.
Knowledge, Skills and Abilities:
- 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 general 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.
- 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 two years of college, preferably in public, personnel, or business administration, human development counseling, employee relations, or employment law
- Alternatively, three years of responsible clerical experience in a personnel or human resources setting
- Extensive knowledge of office practices, procedures, equipment, and personal computers
- Extensive knowledge of composition, grammar, spelling, and punctuation
- Working knowledge of arithmetic computations
- Elementary knowledge of organizational administration and structure
- Ability to interact effectively with employees, management, the public, applicants, and personnel professionals
- Ability to follow detailed oral and written instructions
- Ability to present complex ideas clearly in written and oral form
- Ability to read and comprehend laws, rules, regulations, policies, and procedures
Illinois Secretary of State Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Illinois Secretary of State and has not been reviewed or approved by Illinois Secretary of State.
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Retirement Support — A defined-benefit pension through SERS is standard for SOS employees, with Tier 1/2 rules and reciprocity across Illinois public systems that bolster long‑term security. Optional 457(b) deferred compensation and retiree health contribution credits further enhance retirement readiness.
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Healthcare Strength — Comprehensive medical, dental, vision, and life insurance are available via the State Employees Group Insurance Program with multiple plan types and annually published rates. Coverage includes modern features such as GLP‑1 medications (subject to program rules) and medically necessary gender‑affirming care in line with Illinois law.
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Leave & Time Off Breadth — Employees have vacation, sick time, state holidays, and parental leave, and Illinois added paid leave “for any reason” in 2024. Agency and statewide materials outline typical PTO ranges and administration through CMS.
Illinois Secretary of State Insights
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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.
