Office Support Specialist

4 weeks ago

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

**Office Support Specialist (Access Point) - Engineering Administration**:
**Undergraduate Programs Office**:
Job Summary

Deliver clerical and administrative duties for the Access Point Office.
- Duties & Responsibilities

Front Desk/Reception
- Serve as first point of contact for all visitors to the Access Point units.
- Assist students and other visitors in checking in for Access Point services such as appointments, interviews, and events in the Access Point office suites.
- Open Access Point shared spaces to the team and public including turning on lights, opening entrances and turning on shared equipment when the office opens.
- Close Access Point shared spaces to the team and public including turning off lights, closing entrances and turning off shared equipment when the office closes.

Space/Supplies Coordination
- Coordinate with Facilities & Services and other vendors/service providers to resolve maintenance problems.
- Maintain office supply and equipment inventory.
- Manage internal and external space reservations.
- Be responsible and accountable for all room keys and iCard access to suites 3270 DCL (Digital Computer Lab) and 3300 DCL, including a log of all staff members issued keys and iCard permissions.
- Pick up, sort, and distribute postal mail for the office - Receive and ship boxes and materials via UPS and other providers.
- Serve as floor coordinator for BEAP (Building Emergency Action Plan), turning off shared equipment when the office closes.

P-Card/T-Card Transactions, Purchasing
- Log and process office P-card and T-card transactions.
- Maintain office equipment records and monitor office supply inventory.
- Order supplies through I-Buy and submit purchase orders for Access Point units.

Seasonal Projects & Special Events
- Provide administrative support for various projects and events requested by Access Point units.
- Perform other duties as assigned by supervisor.

Minimum Qualifications

1. High school diploma or equivalent.

2. 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.

3. One (1) year (12 months) of work experience comparable to the second level of this series.

**Knowledge, Skills, & Abilities**:

- Exceptional customer service skills, using training and team resources to accurately answer questions, solve problems and meet needs.
- Professional, courteous, and hospitable attitude, including in busy and stressful situations.
- Ability to accurately complete tasks and responsibilities in a timely manner without constant supervision.
- Ability to follow instructions and receive and implement constructive feedback.
- Ability to prioritize and execute multiple tasks, duties, responsibilities, and deadlines, according to goals set by supervisor.
- Ability to anticipate needs and proactively plan or seek out productive work during “downtime."
- Strong written and verbal communication, including documenting processes and procedures.

**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 possible after the close date. This is a bargained position and as such, the salary is driven by the collective bargaining agreement. The entry-level salary for the Office Support Specialist classification is $40,400 ($20.718/hour). Employees hired into this position will be expected to work on-site full-time. Work authorization is not available for this position.

**Application Procedures & Deadline Information**:
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

**Requisition ID**: 1024116
**Job Category**: Administrative Support

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