The Illinois Department of Public Health is seeking a highly motivated individual to establish, organize and maintain a filing system for obligations and vouchers. Prepares and files documents in the record retention program. Responsible for post audit finalization of agency tape electronic files for submission to the Comptroller. Responsible for reading, sorting and delivering outside and inter-office mail. Performs a variety of sensitive administrative support functions that affect the operations of the Office of Fiscal Control including reviewing and evaluation the policies and procedures of the office.
1. Establishes, organizes, and maintains a filing system for obligations and vouchers.
Prepares and files documents in the record retention program.
Maintains copies of the records retention policies.
Identified records ready for disposal or off-site storage.
Gathers and boxes records requiring off-site storage, assigns schedule numbers and prepares schedules, prepares and affixes box labels, and notifies Agency Records Coordinator when boxes are ready for pick-up.
2. Responsible for post audit and finalization of agency tape electronic files for submission to the Comptroller.
Verifies travel vouchers by date and voucher number to be sent to the Office of the Comptroller and collation of commercial vouchers for the files.
Performs post audits and finalization of obligation documents and adjustments and contract obligation documents and supporting contracts, amendments, and other miscellaneous documents to be verified against the obligation agency balance report for the submission of all pertaining documents to the Office of the Comptroller.
3. Responsible for reading, sorting, and delivering outside and inter-office mail.
Sorting and organizing incoming vouchers and obligations daily and any other corresponding mail relating to the Office of Fiscal Control.
4. Performs a variety of sensitive administrative support functions that affect the operations of the Office of Fiscal Control including reviewing and evaluating the policies and procedures of the office.
Responsible for reviewing the schedule of performance evaluations for the office, updating monthly pending performance evaluation due dates, and submitting notices to supervisors to guarantee timely processing.
5. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.
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.
In Illinois, if you have eaten at a restaurant ... required hospital or nursing home care ... vacationed at a campground or swam at a public beach or pool ... drank a glass of milk ... got married or divorced ... had a baby, the Illinois Department of Public Health (IDPH) has touched your life in some important way.
Assuring the quality of our food, setting the standards for hospital and nursing home care, checking the safety of recreation areas, overseeing the inspection of milk producing farms and processing plants, maintaining the state's vital records and screening newborns for genetic diseases are just some of the duties of IDPH.
In fact, IDPH has 200 different programs that benefit each state resident and visitor, although its daily activities of maintaining the public's health are rarely noticed unless a breakdown in the system occurs. With the assistance of local public health agencies, these essential programs and services make up Illinois' public health system, a system that forms a frontline defense against disease through preventive measures and education. Public health has provided the foundation for remarkable gains in saving lives and reducing suffering. Today, lif...e expectancy is 80 years for women and 74 years for men compared with fewer than 50 years at the at the beginning of the 20th century.
In the past, IDPH directed state efforts to control smallpox, cholera and typhoid, virtually eliminated polio, reduced dental decay through fluoridation of community water supplies, and corrected sanitary conditions that threatened water and food supplies.
Today, IDPH has programs to deal with persistent problems that require continued vigilance – infectious diseases, such as AIDS (acquired immunodeficiency syndrome), HIV (human immunodeficiency virus), SARS (severe acute respiratory syndrome) and meningococcal disease; foodborne and communicable diseases, such as E. coli 0157: H7, monkeypox, salmonella and West Nile virus; vaccine preventable diseases; lead poisoning; lack of health care in rural areas; health disparities among racial groups, breast, cervical and prostate cancer; Alzheimer's disease; and other health threats -- sexually transmitted diseases, tobacco use, violence, and other conditions associated with high-risk behaviors. In addition, IDPH has been charged with handling the state's response to the COVID-19 pandemic and the threat of bioterrorism.
IDPH, which is one of the state's oldest agencies, was first organized in 1877 with a staff of three and a two-year budget of $5,000. IDPH, now has an annual budget of $2.9 billion in state and federal funds, headquarters in Springfield and Chicago, seven regional offices located around the state, three laboratories, and 1,200 employees.
IDPH is organized into 12 offices, each of which addresses a distinct area of public health. Each office operates and supports numerous ongoing programs and is prepared to respond to extraordinary situations as they arise.