Job Description

Position Title: Office Associate, Opt 1

Agency : Department of Innovation and Technology 

Posting Date: 08/27/2024
Closing Date: 09/11/2024 
Salary:  $3,852 - $5,046/month
Job Type: Salaried 
County:  Sangamon
Number of Vacancies: 1
Plan/BU:  RC014

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Posting Identification Number 40926  

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as a Property Control Associate for DoIT performing a variety of complex, specialized clerical inventory functions and assistance. In this role you will prepare and maintain complex monthly spreadsheets and reports for specialized inventory control record reports for the DoIT Property Control Officer. In addition, you will utilize the State Inventory System to enter inventory tag sheet information for all equipment belonging to DoIT. If you possess these knowledges, skills, abilities and experience, we invite you to apply for this position with DoIT!

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans
• Flexible work schedules (when available and dependent upon position)
• 10 -25 days of paid vacation time annually (10 days for first year of state employment)
• 12 days of paid sick time annually which carryover year to year
• 3 paid personal business days per year
• 13-14 paid holidays per year dependent on election years
• 12 weeks of paid parental leave.
• 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)
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link:

Essential Functions

20% Under direction, serves as Property Control Associate for the Department of Innovation & Technology (DoIT) performing a variety of complex, specialized, clerical inventory functions and assistance:

• Reviews equipment inventory tag sheets for completeness to ensure required procedures have been followed per state property control rules and regulations.
• Verifies all required data is listed on the inventory tag sheet prior to entry into the state inventory system

20% Prepares and maintains complex monthly spreadsheets and reports for specialized inventory control record reports for the DoIT Property Control Officer:

• Reviews reports to identify description and location codes of DoIT inventories for certifying as agency equipment.
• Applies State Properly Control Act rules and regulations to complete annual discrepancy reports submitted to the State Property Control Officer with the DoIT Annual Inventory Certification Report.
• Reviews, compiles, and assembles documents sent to Property Control office monthly.
• Calculates inventory totals and prepares and maintains monthly spreadsheets and reports on items entered into inventory, deleted from inventory, and items sent to surplus.
• Provides information to DoIT Property Control liaisons to clarify rules, processes, or procedures regarding property control forms submitted for input into official inventory data base.
• Responds to questions or concerns related to property control submissions.

20% Utilizes the State Inventory System to enter inventory tag sheet information for all equipment belonging to DoIT, including new and transferred equipment:

• Assigns appropriate transaction code for proper entry of equipment.
• Monitors tag sheet information entered into computer system to ensure invoice voucher is received for final input of payment information.
• Reviews payment information to ensure the useful life of equipment does not exceed depreciation schedules and for proper funding information.
• Verifies detail object codes for proper identification of equipment, payment validity, and cost codes set up by each bureau and the agency accounting office

15% Assists DoIT Property Control Officer with the annual inventory report:

• Compiles inventory lists by location code to send to DoIT division property control liaisons.
• Assists agency divisions with inventory of items as required.
• Follows-up via phone and written memorandums with divisions delinquent in submitting annual inventories.

Essential Functions Continued

10% Performs and monitors annual inventory:

• Organizes files for review by internal and external auditors including current inventory records, surplus report records, location code records, and transferred equipment records.
• Maintains agency files for completed tag sheets for DoIT assigned equipment.

5% Communicates with DoIT warehouse and accounting staff to ensure information is entered and recorded correctly from the tag sheet and invoice vouchers:

• Follows-up on corrections or inquiries to be made to paperwork or the computer programs responsible for recording information in the computer system for the agency inventory.
• Works with DoIT warehouse staff on requesting reports required by internal and external auditors to ensure information on the monthly reports is correct prior to review by supervisor.

5% Distributes inventory tags to divisions and keeps accurate records and files of inventory tags:

• Orders inventory tags for distribution.

5% Performs other duties as required or assigned which are reasonably within the scope of duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school.
• Requires two (2) years of office experience.
  
   

Preferred Qualifications (In Order of Significance)

• Two (2) years of professional experience working with inventory systems 
• Two (2) years of professional experience preparing inventory reports
• Two (2) years of professional experience conducting equipment inventories
• Elementary knowledge of State of Illinois Property Control Act, rules, and regulations or similar.
• Elementary knowledge of inventory tag sheet information and transaction codes
• Ability to multitask and remain organized with multiple competing priorities
• Demonstrated verbal and written communication skills 
• Ability to gain and maintain cooperative working relationships

Conditions of Employment

NOTE : Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position. 

• Requires the ability to verify identity.
• Requires employment authorization to accept permanent full-time position with the State of Illinois.
• Requires the ability to pass a position specific, agency required background check.
• Requires self-disclosure of criminal history.
• Requires the ability to travel statewide. 
• Requires the ability to work outside normal business hours to meet deadlines.
• Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone and any other required equipment or devices. 
• Requires the ability to attend seminars, conferences and training to remain current on methods, tools, ideologies or other industry related topics relevant to job duties.
• Requires the ability to lift and carry objects or equipment weighing up to 20 pounds. This is considered light work as defined by the U.S. Department of Labor (20 CFR 404.1567(b)). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.

Work Hours: 8:30AM - 5:00PM M-F
Work Location:  5300 S 6th St, Springfield, Illinois, 62703
Agency Contact:  Tristan.J.Molumby@illinois.gov

Posting Group:  Office & Administrative Support

This position DOES NOT contain “Specialized Skills” (as that term is used in CBAs).

APPLICATION INSTRUCTIONS

Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

If you are not already signed in, you will be prompted to do so. 

State employees should sign in to the career portal for State of Illinois employees – a link is available at the top left of the  Illinois.jobs2web.com homepage in the blue ribbon. 

Non-State employees should log in on the using the “View Profile” link in the top right of the  Illinois.jobs2web.com homepage in the blue ribbon. If you have never before signed in, you will be prompted to create an account.

If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on Illinois.jobs2web.com – click “Application Procedures” in the footer of every page of the website.

The main form of communication will be through email. Please check your “junk mail”, “spam”, or “other” folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com

The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.

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