Job Title: Business Services Representative - Spanish Speaking
Division: Chicago Operations
Union: SEIU
Location: 951 S. Rand Rd., Lake Zurich, IL – Lake County
Salary: Starting salary $4,196.00 monthly plus stipend for Spanish translation and interpretation services.

Overview:

Answers routine and technical inquiries from the general public and the professional community as telephone inquiries, walk-ins, electronic mail, mail and facsimile concerning statutory filing requirements as well as performs a variety of work related to researching, retrieving and reproducing business records and producing certificates related to business entity standing and abstracts, utilizing a computer system to research corporation records and previous filings to determine the appropriateness of records requested; ensures that items are completed in compliance with the Acts; and accepts fees related to these certificates and documents; may perform routine and technical work in reviewing of foreign and domestic annual reports, registered agent changes, and withdrawal/terminations; prepares correspondence utilizing computer detailing the corrections and enters information from correctly completed documents; distributes and explains use of business entity forms and issues forms in conjunction with the Acts under Chapter 805 Business Organizations Illinois Compiled Statutes and Illinois Administrative Code; receives and responds to the Freedom Of Information Act (FOIA) requests.

Duties and Responsibilities:

• Assists customers by telephone or from walk-ins with requests for business entity information, photocopies and certified copies, issues certificates of business entity standing, abstracts of business entity records and certificates requested by individuals needing proof of the existence and status of entities; issues receipt for cash and maintains record of checks received in log; directs customers to appropriate personnel in different sections of the department for assistance.
• Responds to routine telephone inquiries from attorneys and the general public relative to business entities registered in Illinois providing information such as standings, officers and other data utilizing computer records; explains use of business entity forms, instructions for completion of forms and issues requested forms; refers more difficult inquiries to appropriate personnel for handling. Issues certificates of incumbency and accepts fees related to these certificates requested by walk-in customers and through the mail to attest to incumbency of office holders and to legalize documents. Receives and responds to Freedom of Information requests pursuant to the Freedom of Information Act (FOIA) on a daily basis; provides feedback and communication to the FOIA officer on a daily basis.
• Issues certificates of incumbency and accepts fees related to these certificates requested by walk-in customers and through the mail to attest to incumbency of office holders and to legalize documents. Receives and responds to Freedom of Information requests pursuant to the Freedom of Information Act (FOIA) on a daily basis; provides feedback and communication to the FOIA officer on a daily basis.
• Responds to routine telephone calls, mail and from walk-ins from the general public, corporation representatives, attorneys, etc. relative to corporate name availability; utilizes computer format programs to check the availability of the corporate name in question pursuant to the aforementioned Acts and statutes; states applicable fees and provides other general information pertaining to corporate name availability requests. Performs filing of affidavits on a daily basis.
• Receives and conducts a preliminary review of documents including Articles of Incorporation and Articles of Organization relative to the availability of proposed names under both the various corporate acts, Limited Liability Company Act and the Limited Partnership Act; ensures documents are completed in compliance with these Acts and statutes; utilizes computer format programs to determine the acceptability of such; verifies and/or calculates fees for correctness; forwards approved documents to appropriate personnel.
• Assists 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; ensures 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.
• Assists in training both Chicago and Springfield Operations team members by explaining and answering any questions regarding methods and procedures, including preparing correspondence and reports on errors.
• Performs other duties as required or assigned.

Education and Experience:

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 field.

Knowledge, Skills and Abilities:

• Requires working knowledge of accounting principles and procedures, business practices and terminology.
• Requires working 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 ability to compile and analyze routine financial and statistical data and prepare conclusive and concise reports from such information; ability to compose and type appropriate correspondence in the course of official duties.
• Requires ability to understand and learn interpret statutes, regulations, and financial statements; ability to understand and follow oral and written directions; ability to make routine decisions based on established procedures and statues.
• Requires ability to handle fast-paced environment; ability to pay attention to detail and be accurate; ability to conform to deadlines.
• Requires ability to communicate well with coworkers and to develop and maintain effective working relationships with other; ability to deal with public on phone and in person; ability to express ideas clearly and concisely, both orally and in writing.
• Requires the ability to fluently speak, write and translate the Spanish language.

Application Process:

• 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).

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
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.