Clerical Assistant Jobs in Springfield, IL (NOW HIRING)

Salary: $4,233.09 - $4,656.40 Monthly
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2402235
Department: General Counsel and Legal Affairs-SIUU
Opening Date: 07/29/2026
Closing Date: 9/8/2026 2:00 PM Central
FLSA: Exempt
Bargaining Unit: Non-Represented
Shift: Days
ExemptorNon_Exempt: Exempt
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Description
Provide comprehensive support services to the Office of General Counsel (OGC) Springfield with responsibility for initiating and coordinating the legal office support functions. The duties performed require extensive knowledge of the activities of the OGC and the organization, programs, policies and procedures of the University. SIU OGC attorneys rely on this position to make sound judgments and consider the decisions reached to be reflective of the OGC.
*This position is ON SITE only*
#IND1
Examples of Duties
ADMINISTRATIVE SUPPORT 75%
1. Supports and assists in coordination of risk management activities with University Risk Management, outside legal counsel and physician faculty in all areas of the litigation process.
2. Gathers reports and prepares the monthly agenda for the Risk Management Committee in concert with the Senior Counsel for Health Affairs. Prepares minutes of all meetings. Prepares and transmits requests for insurance coverage for approval by the Risk Management Committee.
3. Maintains information regarding all pending litigation, and prepares necessary reports. Prepares draft documentation regarding legal representation and communicates with outside counsel.
4. Processes all incoming subpoenas and requests for depositions; Assists in preparing litigation discovery responses.
5. Serves as liaison between OGC and all SIU departments that seek advice or support from OGC.
6. Answers inquiries and resolves problems that require the interpretation, explanation and justification for administrative and programmatic policies and procedures for this Office.
7. Secures SIU billing and medical records, as directed, for claims handling and litigation.
8. Assists with the process for legal review of contracts including intake, review, responses, and the management of deadlines.
9. Drafts communications and reports for the OGC, develops and distributes as directed.
10. Performs other duties as assigned or required.
CLERICAL SUPPORT 25%
1. Opens and date stamps all incoming mail, distributes as required and prepares outgoing correspondence for mailing. Answers incoming calls for the attorneys.
2. Schedules meetings for OGC staff, maintains electronic calendars, prepares and keeps records of OGC staff time reports. Assists OGC attorneys with tracking of various continuing education requirements.
3. Provides executive administrative support for all attorneys in the OGC at its Springfield office and SIU's General Counsel, such as managing office supply inventories, budget management, delegated fiscal officer duties, p-card matters, accounting procedures, travel arrangements and vouchers, and routine paperwork and filling. Perform other clerical duties as assigned.
4. Monitors, tracks and maintains the budget and expenditures for the OGC-Springfield.
5. Monitors, tracks, performs, and maintains equipment (fixed assets) inventory for the OGC. Assists with annual OGC inventory tracking and reports.
6. Performs clerical duties as assigned utilizing various software packages, prepares all correspondence as well as a variety of legal documents with final approval by an OGC attorney.
7. Manages and develops confidential information and systems including maintaining legal records, and also manages institutional, historical, and ordinary documents.
8. Responsible for and monitors OGC files and prepares files for transportation to Records Management. Reviews files for further retention after they have been in records storage for the required number of years.
9. Support General Counsel by compiling information related to Board of Trustees meetings and other matters.
Qualifications
Credentials to be Verified by Placement Officer

1. High school graduation or equivalent
2. Any one or any combination totaling five (5) years (60 months) from the following categories:
   1. college course work in business, finance, accounting or a related field:
      • 60 semester hours or an Associate's degree equals one (1) year (12 months)
      • 90 semester hours equals two (2) years (24 months)
      • 120 semester hours or a Bachelor's degree equals three (3) years (36 months)
      • Master's degree or higher equals four (4) years (48 months)
   2. progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

*As required by the position to be filled, education, training and/or work experience in an area of specialization inherent to the position may be required to meet credential requirement #2 above.
Knowledge, Skills and Abilities (KSAs)

1. Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
2. Computer Skills - Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
   • Accounting, Calendar/Scheduling, Database, Enterprise Resource Planning (ERP), Word Processing, Spreadsheet software
3. Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
4. Obtaining Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
5. Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
6. Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
7. Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
8. Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
9. Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
10. Written and Oral Comprehension - The ability to read and listen/understand information and ideas presented in writing or orally.
11. Oral Expression - The ability to communicate information and ideas verbally so others will understand.
12. Written Expression - The ability to communicate information and ideas in writing so others will understand.

Condition of Employment
Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.
Supplemental Information
If you require assistance, please contact the Office of Human Resources at or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.
The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.
The SIU School of Medicine Annual Security Report is available online at This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the
"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."
Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.
Pre-employment background screenings required.
Paid time off: Includes 12 paid holidays per year. Accrual rates vary based on employment type and years of service
Paid sick time: Use for personal illness, doctor visits, or if your immediate family members fall ill
Health, Dental, and Life insurance
Optional life insurance: Your spouse and dependents can enroll in State term life and university-sponsored term life insurance.
Prescription: Plan participants enrolled in any state health plan have prescription drug benefits included in the coverage.
Long-term Disability Insurance
Flexible spending accounts: Optional, IRS tax-favored program that enables you to stretch medical expenses and dependent care dollars
Voluntary retirement accounts: Optional plans include the State of Illinois Deferred Compensation Plan (457) and Tax Deferred Annuity (403b).
Tuition Waiver/Tuition Reimbursement: Continue your graduate or undergraduate education with the help of tuition waivers or tuition reimbursement
Leaves of absence: Includes FMLA and Extended Sick Leave Benefits for qualified employees
Employee Assistance Program: Access free and confidential support, including counseling services, and information during difficult times
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