Clerical Trainee Jobs in Springfield, IL (NOW HIRING)

Salary: $20.00 - $22.00 Hourly
Location : Springfield, IL
Job Type: Civil Service
Job Number: 2402106
Department: Human Resources-SMS
Opening Date: 06/10/2026
Closing Date: 6/22/2026 2:00 PM Central
FLSA: Non-Exempt
Bargaining Unit: Non-Represented
Shift: Days
ExemptorNon_Exempt: Non-Exempt
SMS/SWS#: SMS.CS.N12185.001
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Description
The primary focus and function of this position is to provide intermediary support to the Office of Human Resources, primarily in the recruitment, hiring, and onboarding efforts for the SIU School of Medicine. To be effective, this requires that the incumbent have a general knowledge of specific state and federal laws governing employment, the State Universities Civil Service System (SUCSS) statute and rules, and numerous OHR, School of Medicine (SOM) and University policies and procedures.
*This position is ON SITE only*
Examples of Duties
Talent Acquisition - 75%

1. Data entry, tracking, and maintenance of the Applicant Tracking System (ATS). Assisting HR Business Partners, departments users, and applicants during the hiring process, with specific questions about the system.
2. Process applicant communication related to application materials through the ATS.
3. Generate weekly communication to all SOM employees and general public contacts regarding current vacancies.
4. Actively list and maintain open vacancies on targeted job and social media sites for increased recruiting efforts.
5. Order and process Background Investigation checks in the hire offer process.
6. Work with the Talent Acquisition team in closing out all vacancies in the ATS, finalizing recruitment files, and preparing materials for new hire onboarding; this includes the gathering of all required paperwork from the TA team, departments, and new hires.
7. Create recruitment/vacancy agenda/report for weekly team meeting.
8. Coordinate administration of the employee referral program, RAP (Recruitment Ambassador Program)
9. Assist in the planning, coordinating, and promotion of job fairs and/or open houses at SOM.
10. Assist the Internship Coordinator with internship, job shadow, and trainee program activity.
11. Assist the Extra Help Coordinator in the tracking of hours and necessary paperwork.
12. Process paperwork associated with internal job changes, including Change of Assignment.
13. Preparation of reports from the ATS, Laserfiche, and other sources to assist in metric tracking. Preparation of monthly, annual, audit and ad hoc reports, as required by SUCSS and/or management.

1. Other duties as assigned in support of all talent acquisition activity.

Other Administrative Support - 25%

1. Daily backup of reception staff, to provide coverage when office staff is unavailable. To include answering of phones and greeting and aiding of visitors in a respectful, welcoming manner.
2. Monitors and responds to emails sent to centralized mailboxes.
3. Supports the onboarding and New Employee Orientation processes, including the production of course materials, checking in of new hires, the execution of onboarding checklists, and the collection of onboarding paperwork.
4. Assistance with personnel files, including scanning and organizing files for record retention and efficient retrieval.
5. Performs entry, queries, and maintenance to databases.
6. Researches, compiles, and conducts analyses to support HR projects, as assigned.

Qualifications
Credentials to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Any one or any combination totaling two (2) years (24 months) from the following categories below:
   1. course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen months (18 months)
      • 90 semester hours equals two (2) years (24 months)
   2. progressively more responsible work experience maintaining, monitoring, and/or processing human resource records and reports.

Knowledge, Skills & Abilities (KSA's)

1. Knowledge of principles and processes for providing customer service.
2. Knowledge of basic arithmetic, algebra, statistics, and their applications.
3. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
4. Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
5. Ability to communicate effectively for the needs of the audience.
6. Ability to perform repetitive duties and detailed work accurately.
7. Ability to work with frequent distractions.
8. Ability to work with electronic data processing hardware and software.
9. Ability to interpret work related documents, policies, and procedures.
10. Ability to process and handle confidential information with discretion.

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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