This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/12311809 Office Support Specialist

University Housing

Job Summary

Responsible for supporting Housing Building Services with purchasing and inventory duties. Performs a variety of office support tasks requiring initiative, judgement, and knowledge of general office and departmental procedures and methods, utilizing various software packages.

Building Services Purchasing:

• Assist Building Service Forepersons in acquiring products, supplies, and materials. Entails obtaining pricing comparisons, submitting purchasing instrument (standing purchase order, iBuy, etc.), contacting vendors for quotes.
• Assist Building Service Forepersons in acquiring parts and service on equipment. Provide equipment purchase history to Assistant Director for Housing Building Services, contact vendor for quotes and service requests on standing purchase order, and record data on repair budgets and purchase order vendor log. Track repair service tickets.
• Reconcile Building Services\' standing purchase order for equipment parts and repair.
• Reconcile P-Card transactions in Chrome River for Housing Facilities staff members.
• Create Merchandise Received documents (MRs) for Housing Facilities purchases. Maintain records of Facilities fiscal transactions on correct accounts, (including Vendor Log reconciliations and MR form submittals); utilizes BANNER, IBuy, and Chrome River.
• Work with vendors and/or University Payables to resolve purchasing, invoicing, and payment issues.

Housing Inventory - Related Operations and Procedures:

• Add and update inventory records in FABweb, including inventory transfer data from truck log, following the guidelines and procedures set by the State of Illinois adhering to the 30-day required deadline on new acquisitions.
• Maintain the University Housing\'s inventory using the TMA-Asset and Equipment modules database adding new acquisitions, changes, scrap/surplus and transfers. Issue inventory numbers for new acquisitions.
• Develop and maintain an inventory history. Prepare biennial inventory report for staff to physically find the assets; upon their findings, correct discrepancies in the TMA and FABweb databases.
• Assist University Property Accounting Office to investigate and rectify discrepancies in inventory and purchasing data.

Support of Building Services and Inventory Warehouse:

• Serve as office support for the Inventory Warehouse. Respond to routine requests for information. Screen, respond to, and direct incoming and outgoing mail daily. Independently respond to inquiries within scope of responsibility.
• Create manual apartment touchups and turnover extensions as needed.
• Serve as backup for Housing Facilities Operations\' office support staff as needed.
• Perform other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  • 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)
  • 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.

Preferred Qualif cations

• Experience using FABweb, including entering new acquisitions, disposals, and transfers.
• Experience with non-catalog purchases in IBuy.
• Experience using Banner to track and reconcile standing purchase orders.
• Proficient using Microsoft Excel.

Knowledge, Skills and Abilities

• Extensive knowledge of clerical and general office practices and procedures.
• Knowledge of basic accounting procedures, including documenting transactions and reconciling accounts.
• Ability to key in data with a high degree of accuracy.
• Ability to track and meet multiple deadlines.
• Ability to follow written procedures.
• Problem-solving skills.
• Knowledge of Microsoft Office products.
• Extensive knowledge of spelling, grammar, punctuation, sentence and paragraph structure, and formatting.
• Communication skills.
• Ability to operate document production, reprographic, or other standard office equipment.

Appointment Information

This is a 100% full-time Civil Service 3243 - Office Support Specialist position, appointed on a 12-month basis. The work schedule for this position is Monday - Friday at 8:00am - 4:30pm. The expected start date is as soon as possible after the close of the search.

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