Office Support Specialist - Facilities & Services

Office Support Specialist - Facilities & Services
Facilities & Services
Job Summary
To provide administrative support to the management team within F&S Transportation & Building Services (TBS) and entire division.Duties & Responsibilities

• Provides administrative support for management staff of TBS including managing schedules, coordinating supervisory calendars, scheduling staff meetings, and creating correspondence.
• Review and maintain custodial staffing reports and other operational databases.
• Obtain quotes and process invoices for equipment and supply purchases.
• Place uniform orders for new employees and reconciles weekly invoices.
• Prepares title and registration documents for campus fleet.
• Reviews, records, and maintains Campus Garage fuel log daily.
• Creates, reviews, files, and maintains confidential personnel records and documents.
• Answers phone calls and directs to appropriate shift and person.
• Prepare welcome folders and other materials for new hires.
• Performs duties listed in lower level of this classification series and other duties as assigned.

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 and Abilities

• Working knowledge of various computer programs: Microsoft Word, Excel, Outlook, Access and PowerPoint as well as a basic understanding of the HR role and some familiarity of HR-specific software, information systems and HR related functions.Knowledge of office administrative procedures with attention to detail. Position involves the ability to multi-task and demonstrate a high level of accuracy. Good organizational skills; knowledge of general filing procedures; knowledge of general administrative skills, with a proficiency of English grammar, spelling, punctuation and usage.Strong communication, interpersonal skills.Ability to maintain sensitivity of confidential matters.

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 12/19/2023. Salary is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on December 19, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact oliverl@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
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.
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.
Requisition ID: 1021552
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu