Telecom Coordinator (Executive 2)

Agency: Department of Public Health 

Office: Finance & Administration 

Division: Physical Services

Posting ID: 11-25-0058 / 40775

Posted: 08/28/2024 – 09/12/2024

Salary: $6,339 – $9,178/month 

Job Type: Salaried 

County: Sangamon 

Number of Vacancies: 1 

Plan/BU: RC062 

As a State of Illinois Employee, you will receive a robust benefit package that includes the following:

• Flexible and hybrid work schedules are available in many program areas (when available and dependent upon position)
• Competitive Group Insurance benefits including health, life, dental and vision plans.
• 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)
• 10-25 days of paid vacation time annually (10 days for first year of state employment)
• 12 paid sick days annually which carryover year to year
• 3 paid personal business days per calendar year (pro-rated dependent on start date)
• 13-14 paid holidays per year
• 12 weeks of paid parental leave
• Employee Assistance Program and/or mental health resources

These are just a few of the many perks available to all State employees. For more information about our benefits please follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

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: 

11-25-0058 / 40775

Agency Marketing Statement

The Illinois Department of Public Health (IDPH) is tasked with the oversight of communities within Illinois to achieve and maintain optimal health and safety. With an annual budget of over $2 billion in state and federal funds, 6 regional offices, 3 laboratories and over 1,200 employees, IDPH is equipped to fulfill its mission of protecting the health and wellness of the people of Illinois through the prevention, health promotion, regulation and control of disease and injury.

Position Overview

The Illinois Department of Public Health is seeking a highly motivated individual to serve as the statewide Telecom Coordinator for the Physical Services Division within the Office of Finance and Administration. IDPH Physical Services Division oversees the successful maintenance, renovation, reorganization, and continuity of 17 agency facilities throughout Illinois. This position is responsible for coordinating all telecommunications services at IDPH. Responsibilities include the purchasing and issuance of new cell phones and desk phones, implementing requested changes to to existing phones, and purchasing and issuing telecommunications products such as headsets, mobile hotspots, and SIM cards. This position is also responsible for maintaining an accurate inventory of telecommunications equipment and coordinating the telecom component to staff relocation and space renovation projects. Serves as a working supervisor and performs staff assistant duties for the Division Chief of Physical Services. Some travel will be required to successfully complete the required duties of this position.

Job Responsibilities

1. Serves as statewide Telecommunications Coordinator for the Illinois Department of Public Health (IDPH).

• Responsible for all Telephone Service Requests (TSRs) for new telephone installation, relocation and changes in existing service.
• Responsible for all telecommunications equipment purchases including but not limited to cell phones, cell phone equipment, mobile hotspots, desk phones, desk phone side cars, tablets, conference phones, and video conferencing equipment. 
• Responsible for updating of the State Telephone Directory and IDPH Telephone Directory.
• Advises offices on types of telecommunication service based on each office’s needs.
• Reports all repair service and changes in billing locations to the Division of Telecommunications.
• Meets with Department staff as well as the Division of Telecommunications to resolve problems and answer questions regarding telecommunications.
• Maintains telecommunications documentations such as authorization (AU) codes, appropriation codes, and location codes.

2. Coordinates statewide telecommunications moving and installation services between central office and contracted vendors.

• Obtains bids and decides whether to use department employees, other agency staff, or outside vendors.
• Decides policy format for the Department’s storage and transferring of telecommunications equipment for central office and the regional offices.
• Coordinates the installation of new data lines for printer, fax, and telecommunications equipment.

3. Serves as working supervisor:

• Assigns and reviews work
• Provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Reassigns staff to meet day-to-day operating needs

Job Responsibilities (cont)

• Establishes annual goals and objectives
• Approves time off
• Prepares and signs performance evaluations

4. Maintains statewide telecommunications inventory for IDPH.

• Responsible for receiving, tagging, and issuing new telecommunications equipment via physical delivery or State of Illinois inter-office mail system.
• Responsible for receipt, submission, and ensuring successful delivery of telecommunications equipment surplus.
• Uploads all inventory changes to SAP, Expense Management System (EMS), and Department of Innovation and Technology (DoIT) Mobile Database.
• Works with Office of Finance and Administration Inventory Coordinator on all telecommunications inventory changes.

5. Serves as telecommunications liaison to Department of Innovation and Technology (DoIT).

• Maintains productive working relationships with DoIT telecom and LAN services divisions.
• Maintains expense management system (EMS) database for IDPH.
• Maintains DoIT mobile database system for IDPH.
• Responsible for all non-transactional telecom changes.

6. Coordinates monthly staff reports and prepares with Division’s monthly report.

• Plans and organizes monthly staff meetings as well as preparation of agendas and summaries.

7. Assumes responsibility for division operations during absence of Division Chief.

• Makes decisions requiring knowledge of current regulations and practices as well as division priorities.

Job Responsibilities (cont)

8. Serves as backup statewide Facilities Coordinator and/or Information Technology (IT) Service and Physical Security Coordinator during an absence.

• Determines priority of requests and processes those deemed urgent.
• Assists with repair and/or issues involving facility management, IT service, and physical security.
• Initiates new service requests for facility management, IT service and, and physical security.

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

Specialized Skills

1. Requires two years’ experience processing telecom service requests in expense management system (EMS).
2. Requires two years’ working experience submitting Telecom Services Requests (TSRs).
3. Requires two years’ working experience in SAP.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in business or public administration.
2. Requires two years of responsible administrative experience in a public or business organization.

Preferred Qualifications

1. Two years experience with purchasing telecommunication services and products.
2. Two years experience submitting and coordinating telecommunication services requests.
3. Two years experience working in SAP.
4. Two years experience estimating and budgeting for future equipment, supplies and services.
5. Two years experience with telecommunication repair services and resolving problems.
6. One year experience coordinating telecommunications moves.
7. One year experience as a supervisor.
8. One year experience working on projects involving multiple state agencies or organizations.
9. Two years experience of meeting deadlines with strong attention to detail and the ability to utilize critical thinking skills while multi-tasking.

Conditions of Employment

1. Requires appropriate, valid driver’s license.
2. Requires ability to travel in the performance of duties.
3. Requires ability to work overtime at various times outside of normal office hours to meet deadlines.
4. Requires ability to secure and utilize a State/Agency issued cell phone and laptop computer.

• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

Work Hours: Monday-Friday 8:30am-5:00pm 

Work Location: 535 W Jefferson St Springfield, IL 62702-5076 

Agency Contact: [email protected]

Posting Group: Leadership & Management 

This position DOES 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:

[email protected]

[email protected]

Read Full Description