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Office Support Specialist - University of Illinois Extension - Springfield, IL (116448)

Company: University of Illinois at Urbana-Champaign
Location: Champaign
Posted on: June 12, 2019

Job Description:

Description: Office Support Specialist University of Illinois Extension - Energy Education Council Units 16 & 17 Cluster - Springfield, IL (Sangamon County) University of Illinois at Urbana-Champaign Primary Position Function/Summary: Office Support Specialists organize, coordinate, and perform a variety of clerical and secretarial duties and supervise the work of other part-time or full-time clerical staff. They work as a personal assistant and under general supervision of the director of the Energy Education Council and professional staff. Position is 1.0 FTE (100%) and is located at 4440 Ash Grove, Suite B, Springfield, IL 62711 Assists professional staff in interviewing, arranging work schedules, and advising nonacademic staff. Reviews and scans approved bi-monthly timesheets of EEC civil service and hourly staff; emails scanned documents to appropriate campus HR personnel. Independently prepares statements of expenditures, reviews expense and revenue reports for accuracy, prepares payments/checks and deposits, and reconciles QuickBooks accounts; works with staff on annual audits of EEC accounts. Independently makes meeting and other physical arrangements for meetings, conferences, tours, educational programs and workshops. conducted by the Extension Professional Staff. Compiles statistics for annual reports, plans of work, and special evaluation studies as directed. Composes factual correspondence requiring the use of judgment and a knowledge of EEC activities, programs, and EEC policy and procedures. Sorts, prioritizes and distributes mail, responds to unit email and/or forwards to appropriate staff. Develops and maintains complex mailing lists, records, and filing systems. Assumes responsibility for a variety of EEC account records of average to complex difficulty, such as reconciling errors, reviewing expense reports for proper account numbers, and preparing statements and related reports for EEC director and council. Utilizes QuickBooks and Excel for accounting and verifying expenditures for unit; prepare monthly fiscal reports on numerous accounts. Assist executive director with annual budget report and renewals of building leases for unit and other contractual agreements. Take summary notes at meetings and conferences, and prepare final minutes for distribution. Draft copy for inclusion in reports, pamphlets, brochures, newsletters, handouts, etc. Compose segments of documents related to own scope of responsibility. Monitor or suggest changes/improvements and upload information to a web site. Manage and distribute invoices for EEC: track expenditures, work closely with other staff on requisitions of new POs and renewing existing POs annually. Set up and maintain program registrations on websites; track payments of membership income; make periodic deposits to checking/savings accounts. Performs typing of moderate difficulty and transcription duties as required; types materials and edits for grammar, punctuation, and sentence structure. Verifies annual equipment inventory for EEC; arranges for and monitors equipment maintenance contracts; and orders and takes inventory on office supplies. Receives visitors and answers telephones for EEC staff; refers inquiries to appropriate persons or responds to call for factual information. Maintains subject matter files of EEC printed, electronic and related materials; provides materials to advisers and the public upon request; maintain files for EEC including confidential materials and fiscal records. Performs related duties as assigned Minimum Qualifications: 1. High school graduation or equivalent. 2. One (1) year (12 months) of work experience comparable to the second level of this series. 3. Any one or any combination of the following, totaling two (2) years (24 months) of experience in the categories below: a. work experience performing office/clerical activities, including use of computer systems b. college or university coursework in any curriculum twelve (12) semester hours = six (6) months twenty-four (24) semester hours = twelve (12) months thirty-six (36) semester hours = eighteen (18) months forty-eight (48) semester hours = twenty-four (24) months Note: Amounts of experience or training less than those listed above should be converted to decimal equivalents of 1.0 unit and added together when computing combinations of the different types of preparation. For more information about this Civil Service classification: This Office Support Specialist position is a 100%-time, benefits-eligible civil service position. The work schedule is to be determined (37.5 hours per week, 12 months per year). The minimum salary is $20.257 per hour. Application Procedures: To apply, submit a Civil Service application at jobs.illinois.edu and an Exam Request form for OFFICE SUPPORT SPECIALIST Springfield, IL Extension . Please include all relevant work/volunteer experience coordinating educational and/or community programs or activities. This information should be included in the Experience portion of the application. Documents such as college transcripts (unofficial are accepted), resumes, driver s license (copy of both sides), professional licenses, and certifications should be uploaded to the application by the time you submit an exam request, as these documents may be required for your exam. Please monitor your email (including spam or junk mail ) for testing and other correspondence from ...@mx.uillinois.edu and ...@uillinois.edu . For further information regarding application procedures, contact Illinois Human Resources at 217-###-#### or ...@illinois.edu . The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer. Other pre-employment assessments may be required, depending on the classification of Civil Service employment. The University of Illinois is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans and individuals with disabilities are encouraged to apply. For more information, visit . College Name or Administrative Unit:Extension Energy Education Council Category:9-Off-Campus Title:Office Support Specialist - University of Illinois Extension - Springfield, IL (116448) Open Date:05/31/2019 Close Date:06/17/2019 Organization Name:Illinois Electric Council Associated topics: accountant i, admin secretary, administrative, administrative support specialist, analyst iv, donor, fellow, information technology support, information technology support associate, information technology systems analyst

Keywords: University of Illinois at Urbana-Champaign, Champaign , Office Support Specialist - University of Illinois Extension - Springfield, IL (116448), Administration, Clerical , Champaign, Illinois

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