Office Support Specialist

4 days ago

Urbana, United States University of Illinois Urbana-Champaign Full time

**Office Support Specialist - Veterinary Medicine Administration**:
**Vet Medicine Administration**:
Job Summary

Under direction, perform various administrative functions supporting business operations and services administered by the Business Services Center, which requires knowledge of applicable University and departmental policies and established office procedures.
- Duties & Responsibilities
- Provide service to BSC customers, including Vet Med faculty and staff
- Assist with scheduling business travel for faculty and staff, including airline, rental car, business meals, and lodging, and assist with travelers' reimbursements.
- Advise faculty and staff about business and financial policies and procedures, including travel policies and procedures, to ensure compliance with established University and departmental guidelines and regulations.
- Complete Chrome River expense reports on behalf of faculty and staff and assist with processing reimbursements for students, faculty, staff, and non-employees.
- Answers routine inquiries from internal and external constituents and refers complex inquiries to designated staff such as the Senior Procurement Coordinator.
- Work to resolve issues by interpreting, explaining, and justifying departmental, college, and university policies and procedures.
- Assists with Business and Finance Transactions
- Process requests to purchase goods and services using iBuy and university-issued credit cards (P-Card and T-Card) as applicable.
- Review vouchers, requisitions, purchase orders, and other transaction documents for completeness, accuracy, availability of funds, appropriateness of transaction, and conformity to policies, procedures, and/or contractual agreements.
- Assist with correcting and/or revising transaction documents, including processing non-conforming orders, canceling and replacing Purchase Orders, and vendor setup/registration.
- Perform general office functions under the supervision of the Assistant Director of BSC
- Assist researchers with arranging and scheduling package/freight shipments.
- Prepare receipts and departmental deposits.
- Review incoming mail and service requests, responding to routine items independently, and distributing complex inquiries to designated staff.
- Review invoices and statements, verify information, ensure funds are available, and, as applicable, resolve payment issues with requesting units, OBFS offices, and campus offices.
- Perform other duties as assigned appropriate for this classification

Additional Physical Demands

Work is performed in an office setting and is sedentary for the most part. No unusual physical exertion is required. Occasionally prepares and organizes shipments of research-related items. The position involves submission of time-critical paperwork to other campus offices (e.g., to Purchasing, Corporate Card office, and various OBFS departments).
- Persons allergic to animal dander, dust, pollen, hay, etc. may experience discomfort in this position.
- Minimum Qualifications
- High school diploma or equivalent.
- Any one or combination totaling two (2) years (24 months) from the categories below:
A. College coursework in any curriculum, 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)
- Bachelor’s Degree (120 semester hours) equals three (3) years (36 months)

B. Work experience performing office/clerical activities, including the use of computer systems.
- One (1) year (12 months) of work experience comparable to the second level of this series.

Knowledge, Skills and Abilities
- Ability to multi-task and work with multiple competing priorities, often in a fast-paced team-oriented environment and often with interruption.
- Strong organizational skills.
- Ability to determine the priority of work tasks and to work independently while taking initiative.
- Effective oral and written communication skills with accuracy and strong attention to detail, including using correct grammar, spelling, punctuation, and tone. Excellent proofreading skills.
- Strong interpersonal and communication skills that reflect professionalism, courtesy, tactfulness, and respect toward others.
- Ability to represent the unit in the highest professional manner when interacting with faculty, staff, students, and visitors.
- Ability to use standard office equipment such as computers, phones, photocopiers, and filing cabinets. Ability to move files, open file cabinets, and bend or stand as necessary.
- Ability to perform simple bookkeeping functions.
- Must be able to work independently and collaboratively and exercise good judgment and discretion.

**Appointment Information**:
This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The expected start date is as soon as p

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