Overview
Position Overview
The Illinois Department of Public Health is seeking a highly motivated individual to serve as an
Office Associate for the Division of Vital Records assisting the general public in both English and
Spanish. Under direction of the Accounting and Customer Service Supervisor, performs a variety of
complex and specialized confidential processes regarding vital records; applies laws, regulations,
and agency policies necessary to process birth and death record requests regarding the issuance
and amendments of these records to the general public and other various Federal, State and
Municipal agencies. The individual will be required to make independent judgment in making
determinations on various important vital records and problems which do not involve deviation from
established policies and procedures. They will interact with customers in person, by telephone and
in writing in both English and Spanish regarding complex inquiries or unique situations. Must be
able to read, speak and write in Spanish at a colloquial level. We welcome all qualified candidates
to apply today.
Essential Functions
Converses with Spanish Speaking applicants in person, by telephone, or in writing to a variety of
inquiries requiring knowledge of the Illinois Vital Records Act and Code necessary to process
requests for vital records.
Assists with mail opening and distribution.
Responds to inquiries of a technical nature to applicants citing necessary supportive
documentation when it is determined that the applicant’s request cannot be processed or
completed because of ineligibility or lack of sufficient data.
Certifies official documents needed to obtain passports, driver’s licenses, obtain social security
benefits, probate wills, etc.
Speaks, writes and interprets Spanish at a colloquial skill level to clients and groups.
Assist with filing and pulling of files and copying of original birth records and preparing completed
requests to be mailed out to customers.
Performs other duties as required or assigned which are reasonably within the scope of the
duties enumerated above.
Minimum Qualifications
Requires knowledge, skill and mental development equivalent to completion of high school and
two years of office experience.
Requires ability to speak and write Spanish at a colloquial skill level.
About Illinois Department of Public Health
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, life 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.
