Office Support Associate - Utilities

Office Support Associate - Utilities
Hiring Department: Utilities
Location:Chicago, IL USA
Requisition ID: 1014552
Posting Close Date:11/27/2023
About the University of Illinois Chicago
UIC is among the nation's preeminent urban public research universities, a Carnegie RU/VH research institution, and the largest university in Chicago. UIC serves over 34,000 students, comprising one of the most diverse student bodies in the nation and is designated as a Minority Serving Institution (MSI), an Asian American and Native American Pacific Islander Serving Institution (AANAPSI) and a Hispanic Serving Institution (HSI).Through its 16 colleges, UIC produces nationally and internationally recognized multidisciplinary academic programs in concert with civic, corporate and community partners worldwide, including a full complement of health sciences colleges. By emphasizing cutting-edge and transformational research along with a commitment to the success of all students, UIC embodies the dynamic, vibrant and engaged urban university. Recent "Best Colleges" rankings published by U.S. News & World Report, found UIC climbed up in its rankings among top public schools in the nation and among all national universities. UIC has nearly 260,000 alumni, and is one of the largest employers in the city of Chicago.
Description:
The University of Illinois at Chicago, Utilities department is seeking to fill a Office Support Associate position.Under general supervision, provide clerical support to the Director, UIC Utilities and other personnel within the UIC Utilities and the UIC Vice-Chancellor for Administrative Services offices.
Duties & Responsibilities

Provide clerical assistance to the Director, Assistant Director, Deputy Director, and/or Chief Engineer.

Assist in preparing reports based on calculated utility consumption and distribution cost data as required.Collects, compiles, and organizes information for recurring reports.

Prepare and process requisitions and invoices vouchers for standing orders, maintenance services, and rental services.Verify bills for accuracy and reconcile discrepancies between unit records and those of other university departments in Banner.Prepare renewals of standing orders as necessary and maintain files and expenditure reports on all standing orders.

Assists in preparation of utility and energy reports and verifies same for accuracy and completeness.Assist in budget preparation by providing statistical and/or account data related to daily, monthly, and annual operating expenditures

Organizes and maintains department files and records.Creates, updates, revises and retrieves files and records information as directed.Schedules and maintains the appointment calendar.

Sort and distribute incoming mail, dispatch outgoing mail.Answer telephone, direct calls to appropriate person or take message.Maintain inventory of office supplies and purchase additional supplies as needed or directed.Greet all visitors, determine their needs and direct them to proper person or office.Serve as key operator of the copier and fax machines, calling service representative if needed.Fax documents when needed and ship equipment/document/material by FedEx or UPS.

Support typing, organizing, revision and distribution of department procedures.

Assist in recording the daily Utilities Plant Summary fuel usage logs for the UIC Utilities Administrative Office.

Assist in ensuring that time cards are completed properly and time used charged accordingly.

Assist in day-to-day UIC Utilities Office operations and plant administrative operations.

Coordinate and prepare special projects and other duties as assigned.

Qualifications:
Minimum Qualifications

1. High school diploma or equivalent.
2. Any one or combination totaling eighteen (18) months from the categories below:
   1. 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)
   2. Work experience performing office/clerical activities, including the use of computer systems.

To Apply: For fullest consideration click on the Apply Now button,please fully complete all sections of the online application including addingyour full work history with specific details of your duties & responsibilitiesfor each position held.Fully complete the education, licensure,certification, and language sections.You may upload a resume, coverletter, certifications, licensures, transcripts, and diplomas within theapplication.
Please note that once you have submitted your application you willnot be able to make any changes. In order to revise your application, you mustwithdraw and reapply. You will not be able to reapply after the posting closedate. Please ensure the application is fully completed and all supportingdocuments have been uploaded before the posting close date.
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, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.
The university provides accommodations to applicants and employees. Request an Accommodation